Executive Office Specialist

　　Position Number: S-3199

　　Type of Recruitment: External

　　Position Summary:

　　This position efficiently oversees and organizes the day-to-day operation of the Risk Management, Environmental, Health & Safety office. The position serves as a liaison between the department staff and the director. This position provides direct assistance to the director and assists the manager on an as needed basis. Responsible for coordinating varied and complex projects, which includes collecting, formatting and submitting insurance renewal and claim data. Responsible for maintaining satisfied customers and meeting project goals for cost, schedule, and functionality.

　　Required Qualifications:

　　High school diploma or GED.

　　Four years of qualifying experience or a combination of education and experience that equates to four years.

　　Experience with Microsoft Word.

　　Customer service experience.

　　Spreadsheet and/or database experience.

　　Organizational skills with strong attention to detail.

　　Demonstrated positive interpersonal skills.

　　Effective verbal and written communication skills.

　　Ability to project a positive attitude.

　　Ability to manage multiple projects and meet deadlines with accurate results.

　　Ability to compose, proofread and edit correspondence.

　　Ability to perform the essential functions of the job.

　　Preferred Qualifications:

　　Experience in the insurance industry.

　　Ability to understand and use the university's enterprise financial system (SAP).

　　Highly proficient in Office 365 Suite.

　　Experience with computers and various web-based software programs.

　　Strong project management skills.

　　Demonstrated ability to accomplish administrative assignments and projects independently.

　　Demonstrated ability to prepare written materials such as reports, manuals and letters.

　　Ability to maintain confidentiality.

　　Duties & Responsibilities:

　　Performs complex and varied supportive duties for the director.

　　Researches, organizes, prioritizes, prepares, and documents communication (phone calls, e-mail, letters, memos, etc.) for internal/external delivery while exercising judgment and discretion.

　　Composes correspondence related to various insurance issues.

　　Creates Excel spreadsheets, using formulas and function keys.

　　Creates PowerPoint presentations and promotional documents.

　　Keeps current on new software programs and learns independently.

　　Receives and screens calls and visitors, determines which are priority matters, and notifies director accordingly.

　　Creates and schedules appointments and coordinates meetings/travel arrangements through Microsoft Outlook and online.

　　Processes payroll for staff and students.

　　Oversees Motor Vehicle Record (MVR) check process for those driving on behalf of the university.

　　Maintains database for Accidental Personal Injury Reports generated from university operations.

　　Performs complex financial functions for the department related to operating budgets, claim settlements, journal entries, account reconciliation, expense reports, and budget projections.

　　Maintains a CMU business credit card and administers the credit card account for the director, following CMU policies and procedures.

　　Receives insurance claim funds on behalf of the university, prepares documentation, communicates with agents, and deposits checks into university accounts with the ability to troubleshoot any problems.

　　Coordinates incoming and outgoing certificates of insurance with external and internal partners.

　　Analyzes risk and decision-making responsibility