Administrator, Ehs

Reporting to the Director, the Administrator provides office management and administrative/ programmatic support to the Department of Energy, Environment, Health & Safety. 

1. Management of the EEH&S Office:
   1. Manages day-to-day EEH&S office operations (including NYMC & other Touro campuses).
   2. Screens incoming telephone calls and general emails and determines whether to take messages, forward calls, redirect calls to others, or personally handle the matter.
   3. Coordinates meeting calendars for the EHS Director and Staff
   4. Responds to requests for information.
   5. Keeps departmental web-based materials up to date.
   6. Assists with organizing committee and other meetings; prepares and coordinates agenda, reserves meeting space, notifies attendees, orders refreshments, selects meeting time and place convenient to parties. Follows up with attendees on open agenda items.
   7. Maintains contact with key internal personnel, including department heads, managers, principal investigators, and administrators.
   8. Manages relationships with vendors and service providers; develops new service relationships as needed.
   9. Serves as EEH&S records coordinator per V.B.4.-8 of NYMC’s Records Retention Policy. 
   10. Manages office and technical supply inventories for EH&S department and the BSL-3 laboratory suite.
   11. Prepares HR paperwork (PAFs, HR3s, etc.)
   12. Assists with making staff travel arrangements.
2. Financial
   1. Works with vendors and contractors to obtain proposals; follows up on all requests on an as needed basis and for fiscal year and/or project deadlines.
   2. Places orders for departmental supplies and services. Prepares requisitions. Manages POs. Submit vendor invoices for payment.   
3. Committee Administration
   1. Serves as committee administrator for the IBC (Institutional Biosafety Committee), IAKUK, and for the Radiation Safety Committee (RSC); Proficient in ‘Mentor” or the current system used by the College to track committee administration/protocols.
   2. Prepares and distributes materials for all committee meetings including agenda preparation, submission of protocols, updating SharePoint/Mentor sites, recording, transcribing, and distributing minutes and other agenda items for meetings.
   3. Coordinates with committee chairs regarding meeting dates, agenda items, follow-up items, etc.
4. Technical/Program Support
   1. Schedules annual inspections for all biosafety cabinets and chemical fume hoods on campus with selected vendors and submits internal work orders based on vendor reports.
   2. Serves as site administrator for MSDS Online (NYMC’s online material safety data sheet database).
   3. Assists with the preparation of permit/license applications, preparations for regulatory agency site visits.
   4. Serves as EEH&S coordinating administrator for occupational health program.
   5. Schedules and coordinates all maintenance and required services for the BSL-3 laboratory suite.
   6. Assists the Director with special projects.
5. Training Administrator:
   1. Coordinates annual training schedules.
   2. Maintains all training records/databases.
   3. Updates and assembles training materials for New Employee Orientation sessions.
   4. Runs reports on all personnel due for refresher training and sends reminders via email; follows up with individuals not in compliance.
   5. Manages data entry to Excel and Access databases for trainings including New Employee, Annual Refresher, HAZWOPER, American Heart Association Heart Saver, Shipping Biological materials, BSL-3 refresher, etc.
   6. Schedules/coordinates attendance sheets, certificates, and email correspondence for all departmental training.
   7. Keeps track of technical and professional training requirements for EEH&S technical staff and schedules staff for refresher training accordingly.
6. Risk Assessments/Medical monitoring tracking
   1. Track and manage the medical risk assessment program. Become proficient in the management system (currently ‘Cority’)
   2. Coordinate with affected department such as Comp Med and Health Services, and BSL3
   3. Ensure all affected students/staff/faculty update their risk assessment paperwork one time per year. Assist them with paperwork completion/coordination as needed.
7. All other duties as assigned.

Education requirement:

• Associate degree required.
• Incumbents will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

Licenses or certifications:

• Notary preferred.

Technical/computer skills:

• Strong administrative/office management skills required.
• Proficiency with Microsoft Office suite (Outlook, Word, Excel, Access and PowerPoint), as well as SharePoint, Adobe Acrobat; and the ability to learn other department specific software.
• Experience in Touro/NYMC financial management system, “Marketplace”, and “Banner” preferred, not required.

Prior experience:

• 0-10 years administrative experience in an office setting, preferably in an academic setting.

Other skills/requirements:

• Must be proficient performing normal administrative duties while also demonstrating the ability to take initiative and exercise independent thinking.
• Strong written and verbal communication skills.
• Must possess excellent organizational and time-management skills, including the ability to manage and prioritize multiple time-sensitive projects with minimal direction from his/her supervisor.
• Demonstrated ability to identify and resolve problems quickly and effectively.