Administrative Associate

Title:Administrative Associate

Division: Finance and Administration

Department: Procurement

FLSA Status:Non-Exempt

Salary Range:Grade 6: $14.56/hour

EEO Job Group:5 E6

Position Summary

Provide administrative support to the Assistant Director of Risk Management for a wide range of assignments related to Risk Management including, but not limited to, insurance and claims and renewals for general liability, property/casualty, auto, inland marine, various accident policies; assist director with administration of vehicle safety policy and Authorized Driver process. Serves as first point of contact for general liability and auto insurance claims. Also serves as initial point of contact for issuing and receiving certificates of insurance, clinical agreements and waivers. Maintains accurate and complete risk management records and databases.

Duties/Responsibilities

• Interact with, and most often serve as a liaison and first point of contact between the University and various insurance carriers that provide coverage for the University. Also, typically, serves as initial contact for internal University customers for Risk Management.
  
  
• With direction from Assistant Director, coordinate the annual renewals of the various insurance policies and complete all documentation to meet designated broker deadlines.
  
  
• Maintain Internation Travel spreadsheet for employee only, faculty led (faculty/employee and student(s)), and student only trips for insurance renewal purposes.
  
  
• Coordinate and maintain records of all University property/casualty insurance policies including but not limited to: commercial property, inland marine, crime, general liability, educators legal liability, business auto, international coverage, workers compensation insurance, cyber, pollution, builders risk insurance, medical professional liability insurance for clinics and students, excess accident medical insurance for intercollegiate athletics, club sports, field trip insurance, summer camp and volunteer.
  
  
• Produce annual standing purchase orders for the various insurance premium payments to insurance broker.
  
  
• Review insurance related invoices for discrepancies and allocations from insurance suspense account.
  
  
• Create reports for insurance allocations to charge other departments within the University.
  
  
• Maintain database containing records and values of all buildings and property owned by the University, USI Foundation, New Harmony and SIHE Holdings LLC for property insurance purposes.
  
  
• Oversee and maintain the Authorized Driver process and monitoring systems to ensure accuracy and compliance with university policies, including the delivery and tracking of vehicle safety policy training for employees, students, and volunteers identified as potential drivers.
  
  
• Oversee the administration of the Mother Vehicle Record (MVR) process in collaboration with external vendor.
  
  
• Communicate driver eligibility results and related information to university faculty and staff across multiple organizational levels.
  
  
• Maintain a system of record keeping for all USI vehicles including titles, leases, and tracking added/deleted vehicles for University owned and leased vehicles. Coordinate and track all vehicle safety recall notices for university owned and leased vehicles.
  
  
• Maintain the automobile self-insurance account and coordinate the gathering of incident and accident reports for claims filing, the collection of estimates and the processing of payments of invoices for accidental damage repairs to USI motor vehicles. Report and facilitate all auto insurance claims for University departments except for Enterprise rented automobiles.
  
  
• Maintain, review and process certificates of insurance to be issued by the University which can include interaction with insurance broker; additionally, maintain, review and process certificates of insurance issued to the University by vendors and service providers.
  
  
• Coordinate or make the necessary revisions, maintenance updates and any other requirements for the Risk Management website; additionally, facilitate same for any Risk Management references on other department web pages.
  
  
• Facilitate the review and tracking of clinical agreements for University departments through maintenance of a centralized database, reviewing agreements, and conducting follow-ups to confirm completion.
  
  
• Reviews all incident reports, including first report of injury for employees, and enters data into Excel and Access spreadsheets for charting and analysis for Workers Compensation.
  
  
• Provide administrative supportive duties for the Assistant Director, Risk Management including the composition and preparation of correspondence, periodic operational reports, and other data of a sensitive nature.
  
  
• Provide clerical support to the Traffic Appeals Committee (for faculty and staff).
  
  
• Order and maintain office supplies for department through Buy USI.
  
  
• Assists in communicating Risk Management and University policies and procedures to campus stakeholders.
  
  
• Oversee the Risk Management inbox, ensuring timely review, response, and appropriate routing of communications.
  
  
• Other duties as assigned.
  
  

Required Knowledge and Skills

• High School diploma/GED required, with three years office experience, preferably in an insurance environment.
  
  
• Thorough knowledge of Microsoft Office software.
  
  
• Good oral and written communication skills required.
  
  
• Self-starter able to carry through projects with minimal supervision required.
  
  
• Ability to exercise appropriate judgment, and decision making required.
  
  
• Ability to maintain confidentiality is required
  
  

Preferred Knowledge and Skills

Functional Requirements

Remaining in a stationary position at a desk or work station for extended periods of time for the majority of assigned duties.

Physical access to all parts of campus and all University owned land and facilities to meet faculty, staff, and students as it relates to risk management initiatives or claim related matters.

Ability to remain positive, well-organized and accurate manner as priorities and deadlines change.

This position requires prolonged use of computers and computer systems (hardware and software) to set up functions, enter data, create documents, process and retrieve information.

Regular Work Hours/Travel Requirements

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for thisposition include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year - accrual increases after 4, 7, and 11 years of service

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

Search Committee Chair:

If you have questions about the open position, please contact Jeff Sponn, search committee chair, at jsponn@usi.edu.

Best Consideration Date:

For best consideration, please submit materials by April 30, 2026.

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at cjhermann1@usi.edu or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities