Program Assistant - Temporary PT

College of Southern Maryland • La Plata, MD

14h • Onsite

About The Position

The Program Assistant plays an integral role on the Compliance and Risk Management team, providing essential operational support to ensure the office's efficiency and effectiveness. This position is responsible for a diverse range of duties, from routine administrative tasks to complex paraprofessional functions, performed with a significant degree of independence, judgment, and a high level of confidentiality and accountability. The incumbent will take a lead role in administering the College’s Insurance programs and policies. Additionally, the individual in this position provides administrative support for government relations, enabling the senior executive leadership team to focus on providing effective risk management, strategic compliance, and policy guidance to the organization.

Requirements

• Associate degree required.
• Two years of experience providing administrative support.
• Proficiency in Microsoft Office Suite applications as well as overall database management.
• Proficiency with the operation of office equipment including computers, printers, fax machines.
• Independently perform complex administrative tasks; organize and carry out projects with minimal instruction.
• Make sound work decisions in accordance with rules, regulations, policies, and procedures.
• Maintain confidentiality and use independent judgment.
• Maintain and update records and files, including a wide variety of office records and reports of some complexity.
• Assess and set daily work priorities.
• Communicate clearly and concisely, both verbally and in writing.
• Establish and maintain collaborative working relationships with all levels within the organization, other agencies, regulatory agencies, special interest groups and the public.
• Perform complex administrative work.

Nice To Haves

• Bachelor’s degree preferred.
• Experience in insurance administration and claims management.
• Experience working in a legal, compliance, or risk management office.
• This position may require insurance, legal, and financial disclosure.
• The incumbent will be expected to have or promptly attain a notary license.

Responsibilities

• Provide Program Support: Responsible for some administrative duties for the office. Position reports to the Executive Director of Compliance and Risk Management, but also works closely with and provides administrative support for the Assistant Vice President of Government Relations. Maintains office functions and uses judgment to handle problems and refer issues. Serves as the Office Administrator and ensures an efficient office, performs general office duties such as creating and maintaining filing systems, all incoming mail. Creates files, assists with the management of records, and timely executes assigned tasks within the office case management database. Prepares correspondence, PowerPoints, and reports, screens and handles inquiries.
• Policy and Administrative Assistance: Responsible for policy administrative support for the Executive Director of Compliance and Risk Management. Creates and maintains the policy schedules related to the college’s board policies, administrative policies, and ensures policies are updated routinely, and publishes policies on the college website and databases. Publicizes revised and new policies using Everyone Email and the Friday Report. Prepares notifications to insurers of claims, self-insured retention claims limits, and generates reports. Monitors and assists in collecting documents and responds to Freedom of Information requests.
• Insurance Administration: Assumes the lead role in the administration of insurance coverages for property, liability, automobile liability, crime, athletic accident, international, environmental, cyber, and other insurance lines. Prepares annual renewals, which involve collecting information from numerous departments, and works directly with the broker while adhering to renewal deadlines. Coordinates and schedules Insurance renewal meetings. Coordinates the renewal and distribution of vehicle registration ID cards. Works with the Transportation department to ensure the college’s driving program is provided the necessary bond and certificates to maintain eligibility with the Motor Vehicle Administration. Requests Certificate of Insurance from broker as needed. Responsible for working with the insurers to ensure that building replacement values are audited for sufficient insurance coverage. Responsible for annual auto premium audits, reports beginning and ending inventory of vehicles, and verifies vehicle classification to the auto insurance carrier. Responds to internal general inquiries regarding insurance coverage, often with the involvement of insurance carriers and brokers.
• Insurance Claims: Serves as the secondary point of contact for reporting of claims and inquiries. Manages and works with the other divisions and coordinates claims, including automobile claim damage, property damage, athletic accident injury, and non-employee injuries, to the carrier.
• Risk Management: Collaborates with the facilities OPS division in the collection of compliance audit reports related to underground storage tanks and ensures college insurer and regulatory agency receipt. Assists with insurance risk audits, coordinates site visits, and insurer receipt of department and division responses. Assists the Executive Director of Compliance and Risk Management in the creation, monitoring, and regular updating of various risk management tasks, such as the college’s risk register and the records retention schedule.
• Performs other related duties as assigned.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: Associate degree