Title: Departmental Assistant (EH&S Office Manager)

Executive Area: Administration and Finance

College/School/MBU: Environmental Health & Safety

Department: Environmental Health & Safety

Work Location: Amherst

Schedule: Part Time

Work Arrangement: Onsite

Job Summary

Performs administrative functions for the Director of Environmental Health and Safety (EH&S); plans and organizes the workflow for functions performed in the central office; prioritizes the day to day operation of EH&S in regard to personnel matters; and monitors financial and budgetary matters.

Essential Functions

Performs and prioritizes day to day administrative functions of the department

Develops and recommends changes to administrative policies and procedures.

Processes all financial and budgetary matters. Assists the Director with developing and monitoring the budget as requested.

Monitors all billing and financial matters associated with multiple accounts.

Coordinates technical support by direct interaction with Administration & Finance Systems office.

Recommends new processes to handle work flow and financial matters.

Supervises, recruits, trains and evaluates other EH&S non-exempt staff and student employees.

Prepares and maintains confidential personnel files and records consistent with University policy.

Coordinates staff performance reviews, including review of forms for completeness and accuracy prior to submission to Director for review.

Screens and resolves problems.

Receives, researches and responds to human resources inquiries from staff.

Drafts confidential communications related to personnel and Human Resources, Management and Union correspondence, memos, letters and reports generated by the Director. Ensures that deadlines are met.

Maintains legally mandated records in compliance with federal and state safety and health requirements.

Provides administrative assistance to the Director and maintains an efficient departmental document control system.

Tracks EH&S assets, coordinates maintenance of office equipment and arranges for necessary repairs and supplies.

Processes all on line attendance and payroll records for department.

Data enters and monitors on line purchase orders and acts as Procard manager for approximately 15 departmental cards.

Other Functions

Performs other duties as required.

Minimum Qualifications

Two years of full time or equivalent part time experience in office management.

Ability to work in a highly regulated safety and health environment.

Exceptional computer skills with ability to handle financial and administrative software systems.

Ability to perform purchasing, budgeting, accounting and personnel transactions.

Excellent general office management skills.

Ability to work in a demanding environment.

Ability to respond to emergencies by screening and referring problems to appropriate services providers.

Ability to ensure compliance with all departmental and University rules, regulations and procedures.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday through Friday 8:30 AM - 5:00 PM

Salary Information

Hourly Rate: 40.30

Special Instructions for Applicants

Along with the application, please submit a resume.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.