Safety Admin Officer

Description:

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