Risk Management Administrative Analyst

The California State University, Office of the Chancellor, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education.

About the role

The Risk Management Administrative Analyst provides highly complex support to staff within Systemwide Risk Management (SRM), including support for the Assistant Vice Chancellor for Financing, Treasury, and Risk Management. The position also assists, collaborates with, and serves as the primary liaison for the California State University Risk Management Authority (CSURMA) program administrator staff. This role manages and administers the annual Fitting the Pieces Together Conference (FTPT) and handles sensitive and highly confidential data involving the CSU’s risk management programs, Office of General Counsel litigation matters, and collective bargaining activities.

Responsibilities

• Manage and administer the annual FTPT conference, including hotel arrangements, attendee registration, preparation of conference materials, publication arrangements, and website updates.
• Receive claims, date stamp forms and checks/money orders, forward to Claims Manager to enter into iVOS, log claim payments, and forward to accounting.
• Collaborate with SRM staff to create surveys. Launch, develop, and distribute reports based on data received; develop and maintain proficiency in survey tools.
• Process quarterly fee invoices, post on tracking spreadsheet, and reconcile statements for the CSURMA investment portfolio.
• Collaborate with SRM staff in the creation of forms, flow charts, organizational charts, presentations, and correspondence as needed.
• Act as SRM’s point-of-contact with IT Help Desk for submission of service tickets and coordination of PC and IT upgrades.
• Take primary responsibility for setting up and maintaining CSYOU Collaborate sites for CSU WERCS committees and SRM needs.
• Assist Claims Manager in a variety of claims-related tasks, including performing MMSEA tasks, Medicare eligibility verification, reporting of applicable general liability claims to Medicare, processing of settlements, reporting of all injury claims into Claims Fraud database, maintaining physical files, and entering data.
• Maintain SRM vendor invoice processing list (accounting codes, vendors, service contract amounts, premium codes, etc.).
• Serve as department’s property inventory custodian.
• Serve as the initial point-of-contact for any High Hazard Travel requests submitted to SRM; review online submissions daily for compliance, follow up on incomplete submissions, and process approved forms.
• Coordinate resending of misdirected monthly mail to appropriate campus contacts.
• Provide back-up administrative assistance to Finance and Treasury Department staff and management.
• Work with department team partners to develop and manage risk management solutions on behalf of the CSU.
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, and monitoring good practices.
• Manage, coordinate, and/or assist on other assigned programs and/or projects of the department.
• Request, route, and file summons and complaints and litigation information.
• Review and process legal bills, settlement agreements (including those for collective bargaining), and other related rush payment requests.
• Independently research and resolve questions regarding legal bills and related matters.
• Review, code, and process incoming invoices and bills, and prepare same for approval by SRM management; independently resolve discrepancies with vendors as necessary.
• Independently research and resolve accounts payable questions.
• Develop, document, and maintain policies and procedures for internal department activities.
• Process and administer information and data contained in case files for PERB unfair labor practice cases, and faculty status and contract grievance arbitration cases.
• Process incoming premium and other related checks.
• Screen and route mail and incoming telephone calls to SRM staff.
• Make complex travel arrangements, maintain travel itineraries, and prepare travel expense claims for all SRM staff.
• Coordinate CSURMA meetings at CO, including room booking, technical needs, catering approval, catering order, wireless access, agenda posting, coordination with security, and assisting in the printing of meeting materials.
• Maintain department’s master calendar and SRM staff calendars.
• Track sick and vacation time for SRM staff and prepare attendance reports.
• Maintain department memberships and subscriptions.
• Order supplies and assist in the processing of procurement card purchases.
• Assist in the coordination and management of professional risk management training activities, including hotel arrangements, attendee registration, preparation of conference materials, and publication arrangements. Serve as the event coordinator.
• Serve as SRM SharePoint Site Collection Administrator. Maintain SRM SharePoint folders, calendar, and contacts.
• Develop and maintain a records retention schedule for SRM information, assist and/or oversee retention/destruction processes, and serve as SRM records custodian.
• Maintain list serves, Outlook contact lists, and emergency contact lists.
• Maintain SRM website.

Qualifications

• Three years of experience in a support role and fast-paced service environment.
• A high school diploma or equivalent.
• Possession of a valid California Driver’s License (CDL).
• Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals.
• Strategic thinker with motivation to learn, a team player, and a self-starter.
• Ability to work under pressure with multiple demands and deadlines.
• Strong organizational and time management skills.
• Thorough knowledge of English grammar, spelling, proofreading, and punctuation.
• Proficiency with Microsoft Word, Excel, PowerPoint, or equivalent software.
• Corrected typing speed of 40 WPM.
• Excellent written communication skills.
• Detail-oriented, with the ability to retain information, deal with changing priorities, perform multiple tasks simultaneously, and work under pressure.

Preferred Qualifications

• Experience with accounts payable and/or accounting principles.

Benefits

• Comprehensive Health, Dental, and Vision Benefits
• Generous vacation plan
• 15 paid holidays a year
• Tuition waiver education program (also applies to eligible family members)
• Membership in the California Public Employees Retirement System (PERS)

Pay

The anticipated salary hiring range is up to $87,600 per year, commensurate with qualifications and experience.

Schedule

Flexibility to telecommute two days a week, with three days on-site at the main headquarters in Long Beach, California.