Environmental Heath and Safety Administrator

Job Summary

The Environmental Heath and Safety Administrator provides financial, procurement, personnel, administrative, and project coordination support for Environmental Health & Safety (EH&S) operations. Coordinates departmental business functions, office operations, special projects, and communications activities. Works closely with department leadership, program managers, and university stakeholders to ensure compliance with university policies, support operational effectiveness, and achieve departmental goals. Prepares reports, publications, and communications materials and manages departmental administrative systems and processes.

Minimum Qualifications

• Bachelor’s degree with at least four (4) years of special program coordination of progressively responsible experience in program coordination, business operations, administrative management, or a related field; OR an equivalent combination of education and relevant experience in a higher education environment may be substituted as appropriate.
• Experience supporting financial, procurement, personnel, and administrative functions.
• Experience preparing reports, coordinating projects, and maintaining administrative records.
• Proficiency with Microsoft Office applications and business information systems
  
  

Preferred Qualifications

• Master’s Degree in related discipline or equivalent experience supporting Environmental Health & Safety, Risk Management, Compliance, or similar operational programs.
• Experience in higher education administration
• Experience with financial management, procurement, and personnel administration
• Experience developing operational reports, performance metrics, and process improvement initiatives
• Working knowledge of UT Share, procurement with ProCard and Mav eShop, e-Forms and UTShare Timekeeping systems.
  
  

Essential Duties And Responsibilities

• Financial and Procurement Administration
• Serve as departmental liaison with the Administration & Economic Development ( AED ) Business Office & Procurement Office regarding financial and procurement activities including vendor invoices, IDTs, PO request and change orders.
• Process and coordinate procurement transactions in accordance with university policies and procedures.
• Manage departmental purchasing card transactions and perform monthly reconciliation.
• Assist with travel authorizations and expense processing.
• Support budget tracking and financial reporting activities.
• Serve as primary administrative support for all departmental procurement functions.
• Personnel Administration and Human Resources Support
• Serve as departmental timekeeper.
• Coordinate staff and student employee hiring processes in coordination with the Office of Talent, Culture, and Engagement ( TCE ) and the AED Business Office.
• Process and maintain personnel records including appointments, status changes, and separations.
• Coordinate onboarding and administrative support for staff and student employees.
• Provide general direction and oversight of pooled student workers supporting departmental operations.
• Office Management and Administrative Operations
• Oversee daily administrative operations of the EH&S office.
• Serve as a primary point of contact for internal and external stakeholders.
• Develop, maintain, and improve departmental administrative procedures and operating practices.
• Provide administrative support to department leadership and staff.
• Handle confidential and sensitive information.
• Manage department incoming mails, electronic mailbox, reception functions, telephone communications, and visitor assistance.
• Coordinate records management, retention, and document destruction activities.
• Maintain departmental filing systems, databases, and administrative records.
• Special Projects and Program Coordination
• Coordinate special projects under the general direction of the EH&S Director.
• Plan, organize, monitor, and track project activities, milestones, and deliverables.
• Administer departmental business systems, including Safety Management System software.
• Collect, analyze, and maintain operational and program data to support departmental decision-making.
• Develop and maintain project documentation and status reports.
• Reporting, Communications, and Publications
• Develop and maintain reports including Unit Effectiveness Reports, Resource Allocation Program Annual Progress Reports, Business Continuity Plans, Annual Accountability Reports, Space Use Management ( CASIM ) reporting
• Prepare and distribute departmental reports, newsletters, publications, and informational materials.
• Draft, edit, and maintain policies, procedures, manuals, forms, training materials, and promotional content.
• Manage and maintain departmental websites and SharePoint sites.
• Process Improvement and Operational Effectiveness
• Lead continuous improvement initiatives to enhance departmental operations and customer service.
• Evaluate administrative processes and recommend efficiencies.
• Monitor department’s operational performance metrics and support implementation of improvement strategies.
• Collaborate with leadership to improve program effectiveness and service delivery.
• Asset and Inventory Management
• Serve as departmental asset custodian and maintain departmental property inventory records.
• Coordinate annual inventory activities and asset verification.
• Facilitate asset transfers and surplus property processing.
• Monitor inventory-related compliance requirements.
• Departmental Support and Representation
• Serve as backup for Workers’ Compensation claims entry and Motor Vehicle Record reviews.
• May process campus employee clearance requests related to university driving privileges.
• May represent the department at meetings, training sessions, outreach activities, and promotional events as assigned.
• Perform other duties assigned in support of the department.