"Executive Assistant/Insurance Administrator"

Position Summary

Located 45 minutes from the Nations Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute with academic programs in over 100 disciplines. CSM is among Americas top 100 producers of Minority associate degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The Executive Assistant/Insurance Administrator provides primary support for the General Counsels Office. The individual in this role performs difficult, diverse, and sensitive duties in support of the General Counsels Office with a significant degree of independence, judgment, and accountability for results. The incumbent will take a lead role with the administration of the Colleges Insurance programs and policies, coordinates the management of risk, and provides a broad range of routine paraprofessional, technical, and administrative support services to the General Counsels Office and senior level positions within the division. Additionally, the individual in this position provides administrative support for policy and legal affairs and plays a critical role in maintaining the smooth operation of the legal department, enabling the General Counsel and team to focus on providing effective legal counsel and strategic compliance and contract guidance to the organization.

Reports to: Vice President, General Counsel

The hiring salary for this position will be from the min to mid-point of the salary range advertised. This position is open until filled.

Specific Duties and Responsibilities

25% Provide Executive Support

Responsible for all administrative duties for the office. Position reports to the Vice/President General Counsel but also works closely with and provides administrative support for the offices senior executives. Maintains office functions and uses judgement to handle problems and referral of issues. Coordinates appointments, schedules meetings, and makes travel arrangements. Serves as the Office Administrator and ensures an efficient office, performs general office duties such as ordering supplies, maintains filing systems and prioritizes all incoming mail. Creates files, assists with the management of records, and timely executes assigned tasks within the office case management database. Prepares correspondence, Power Points and reports, screens and handles inquiries. Provides administrative assistance to the Vice President/General Counsel and senior executives by ensuring meeting materials are available, prepares board briefs, and maintains materials on Board Docs website. Assists the Vice President/General Counsel, and senior executives on special projects and events as needed.

Assists the General Counsel and Vice President of People Culture and Equity in support of the Board of Trustees Benefits and Compensation Board Sub-Committee by scheduling meetings, creating agenda and board briefs, recording minutes of all meetings and sending them out, and maintains committee materials on Board Docs website. Ensures the Presidents Executive Assistants receive final Board Briefs for upload into Board Docs and that all changes and updates are communicated effectively.

25% Policy and Legal Administrative Assistance

Responsible for legal and policy administrative support for the Vice President/General Counsel. Creates and maintains the policy schedules related to the colleges 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, organizes documents for litigation, tracks legal expenses, self-insured retention claims limits, and generates reports from the same. Addresses routine inquiries on policy and concerns while keeping the Vice President abreast. Monitors and assists in collecting documents and responds to Freedom of Information requests.

20% 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 involves collecting information from numerous departments and works directly with broker while adhering to renewal deadlines. Coordinates and schedules Insurance renewal meetings. Coordinates the renewal and distribution of vehicle registration ID cards. Works with Transportation department to ensure the colleges driving program are provided the necessary bond and certificates for 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. May suggest possible risk mitigation initiatives with Vice President and General Counsel for submission to insurer for the Risk Management Credit (RMPC) program.

10% Insurance Claims

Serves as primary point of contact for reporting of claims and inquires. 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.

10% Budget Administration

Responsible for the cost center management, prepares requisitions, purchase orders and reconciliation of budgets and independently resolves discrepancies. Maintains Excel spreadsheets as shadow record-keeping for the cost centers. Monitors all cost center object lines and pooled accounts throughout the fiscal year. Uses Colleague and spreadsheets to reconcile accounts. Coordinates end of fiscal year expenditures. Responsible for budget development, prepares and formulates budget projections and estimated insurance costs for the upcoming year, allocates expenses across campuses and by function for each insurance line. Assists Vice President/General Counsel and offices senior executives during the preparation of the budgets for their cost centers and approval of budgets.

10% 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. In partnership with the Executive Director of Compliance and Risk Management, assists with insurance risk audits, coordinates site visits, and insurer receipt of department and division responses. Assists the General Counsel and the Executive Director of Compliance and Risk Management in the creation, monitoring, and regular updating of various risk management tasks, such as the colleges risk register and the records retention schedule.

Additional Duties:

• Performs other related duties as assigned.

Minimum Education and Training

• Associate degree required.
• Two years of experience providing executive level 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.

Preferred Education and Experience

• Bachelors degree preferred.
• Experience in insurance administration and claims management.
• Experience working in a legal, compliance, or risk management office.

Minimum Qualifications and Standards Required

Licenses, Certifications, or Additional Requirements:

• This position requires insurance, legal, and financial disclosure.
• The incumbent will be expected to have or promptly attain a notary license.

Knowledge, Skills, and Abilities:

• 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 legal administrative work.
• Interact professionally with members of the Board, high-level officials, politicians, staff, outside counsel and opposing parties.

PHYSICAL DEMANDS:

The work is sedentary which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly. Travel between CSMs campuses, to other colleges, and to external stakeholders is expected.

WORK ENVIRONMENT:

Work is performed in a relatively safe, and secure work environment.