Job Description
SYSTEMWIDE ENVIRONMENTAL HEALTH and SAFETY ADMIN OFFICER Location: Oakland
Job ID: 72497
Job Posting For UCOP internal applicants, please login to the internal candidate gateway at: Jobs at UCOP
UC OFFICE OF THE PRESIDENT At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
Position Base Oakland
Location UCOP - Franklin Building
Department Overview The Office of Risk Services is responsible for developing and implementing Enterprise Risk Management systemwide, identifying and developing strategies to minimize the impact of risk, developing a center of excellence for managing risk, reducing costs and improving safety by executing new ideas and strategic plans in a rapid manner. By strategically managing risk we can reduce the chances of loss, create greater financial stability and protect our resources in support of UC's mission.
Position Summary Under direction from the Executive Director of Environment, Health & Safety within the UC Risk Services, this position analyzes the development, implementation, and administration of systemwide policies and programs sponsored by UC Risk Services EH&S. The position is responsible for overseeing certain administrative and financial aspects of Environmental Health & Safety (EH&S) programs and initiatives across the University of California (UC) system. The position plays a key role in developing managing and analyzing EH&S budgets, and providing fiscal accountability. Additionally, the position assists with the management and coordination of the systemwide Personal Protective Equipment (PPE) program, including vendor management, coordination of subject matter experts to develop and oversee program requirements, and management of the program budget. The position also provides input and recommendations to support the strategic direction of various committees and collaborates with stakeholders to ensure program compliance and effectiveness. Other key responsibilities include managing EH&S-related contracts, grants, agreements, and forward-looking budgets for Enterprise Risk & Safety programs, and conducting post-implementation analyses to determine the need for further enhancements to agreements and contracts. The overall goal of the position is to support and/or manage programs that aim to reduce the frequency and severity of workplace injuries and illnesses for UC employees, while also decreasing the University's workers' compensation costs associated with these incidents, and to maintain a safe environment for all members of the University community.
Key Responsibilities - 20% SYSTEMWIDE EH&S PROGRAM BUDGET
- Responsible for managing and developing EH&S budgets and financial data.
- Oversee all EH&S financial transactions, working with EH&S professionals in OPRS or systemwide subject matter experts to develop program-specific or project-specific budgets, and coordination of funding for EH&S activities.
- Responsible for providing fiscal accountability by reviewing and recommending funding for transfers and reimbursements for EH&S projects based on terms of agreements.
- Coordinate financial summary reports and projections every quarter.
- Manage the annual budget planning process for EH&S programs and initiatives.
- Conducts cost analyses to identify cost-saving opportunities and recommending changes to program budgets to maximize efficiency and effectiveness.
- 15% ENTERPRISE SAFETY MOUs CONTACT AND BUDGETING
- Work with various Enterprise Safety programs (e.g., Centers of Excellence CoE) to develop an MOU contract that clearly outlines the scope of work, identifying the appropriate managerial approvals required.
- Develop and submit a forward-looking budget for each CoE in collaboration with relevant stakeholders.
- Coordinate the execution of the CoE contract and ensure timely follow-up with the relevant parties to ensure successful implementation.
- Conduct post-implementation analysis to determine the need for further enhancements to the CoE agreement and contract language.
- Regularly monitor and evaluate the effectiveness of the CoE contracts and provide recommendations for improvement as needed
- 20% PROTECTIVE EQUIPMENT PROGRAM
- Review and process enrollment forms.
- Communicate with program managers and participants systemwide regarding changes, updates, and challenges with the program.
- Collaborate with UC Risk & Safety Services to provide technical support to program managers and participants systemwide.
- Manage a declining balance credit card to support purchases for the program, including funding requests and monthly reconciliations.
- Process invoices and payments from protective equipment vendors.
- 20% SYSTEMWIDE RISK LEADERSHIP COMMITTEES
- Coordinate agendas, meeting logistics, and supports the broader strategic direction for the key systemwide health and safety committees.
- Collaborate with the Chair and OPRS EH&S staff to develop meeting agendas, ensuring that they align with committee goals and priorities.
- Track action items and provide meeting coordination to ensure that committee members are aware of their responsibilities and deadlines.
- Communicate regularly with all members in each group, building positive relationships and trust.
- Manage correspondence and minutes, ensuring that they accurately reflect discussions and decisions.
- Coordinate with subject matter expert workgroup leaders and UCOP Event Services to plan and support in-person meetings.
- 15% EXECUTIVE ASSISTANCE
- Perform duties of an executive assistant to the EH&S Executive Director.
- Perform the timely post-travel report submission for the Director's travel expenses.
- Coordinate meeting scheduling requests for the EH&S team.
- 10% SYSTEMWIDE EH&S CONTRACT / AGREEMENT MANAGEMENT
- Responsible for researching and drafting complex proposals, reports, briefings, proposal requests (RFPs), and executive summaries in coordination with the responsible EH&S Workgroup.
- Establish and maintain contacts internally and externally to collect and exchange data to support loss prevention and mitigation efforts.
- Prepare and manage EH&S-related grants, contracts, and agreements.
- Identify and alert stakeholders to issues and working with appropriate parties to resolve them.
- Ensure timely and proper amendment, extension, or closure of grants, contracts, and agreements as necessary.
- Manage third-party vendor contracts for EH&S services and Memoranda of Understanding (MOUs) with government agencies and other locations.
- Collaborate with other EH&S professionals and external organizations to research and identify industry best practices in environmental health and safety
Experience Required Qualifications
- Min 5 years related experience
Skills and Abilities Required Qualifications
- Knowledge and skill in applying and interpreting applicable local, state, and federal regulations and related standards, guidelines and, as appropriate, recommend organization policy.
- Strong interpersonal communication skills as demonstrated by the ability to interact collaboratively and productively with diverse staff within UCOP, at the campuses, and with other university stakeholders. Excellent written and verbal communication skills, including active listening, critical thinking, persuasiveness, and advising skills.
- Knowledge of a variety of administrative operations activities such as events planning, risk management planning, website design, accounting and payroll, and contracts regulations and guidelines.
- Demonstrated ability to work proactively and follow through on assignments with minimal supervision; demonstrated ability to work collaboratively and cooperatively as part of a team.
- Project Management and organizational skills, including short-term planning, analysis, and prioritization of multiple demands to keeping projects on track and bringing projects to timely completion.
- Strong skills in short term planning, analysis and problem-solving and customer service.
Preferred Qualifications
- Experience with advanced or expert knowledge/understanding of broad range of EH&S fields and familiarity with all EH&S fields.
- Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management.
Education Required Qualifications
- Bachelor's degree in related area and/or equivalent experience/training.
Licenses and Certifications Preferred Qualifications
- Professional certification preferred.
Travel Requirements 25% Travel includes to UC locations, conferences and workgroup meetings
SPECIAL CONDITIONS This position is eligible for a hybrid or remote work arrangement within the State of California. If hybrid, the person hired will If remote, the person hired must be able to be onsite in Oakland when required. The employee must reside in California.
SALARY AND BENEFITS Job Title Administrative Officer 3
Job Code 007377
Salary Grade Grade 22
Payscale: $98,000 - $112,900
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
ADDITIONAL INFORMATION HOW TO APPLY Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE The first review date for this job is September 16, 2024. The position will be open until filled.
CONDITIONS OF EMPLOYMENT Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs , as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.
EEO STATEMENT The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the University of California's Affirmative Action Policy please visit: . For the University of California's Anti-Discrimination Policy, please visit: .
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