Job Description

Radiation Safety Administration Coordinator
Administrative Assistant II

Full-time/Career
Job Requisition Number: #8429


Annual Salary Range: $34,620 - $49,248
Although full salary range is listed, most offers will not exceed mid-point of the range ($41,232).

Highly Competitive Benefits Package
Posting Duration: Until Filled
Desired Start Date: 7/1/08

The Office of Environment, Health & Safety (EH&S) provides guidance and services to the campus community that promote health, safety, and environmental stewardship.

Job Duties Include: Understand and support the EH&S mission and vision. Contribute to a successful team oriented work environment ensuring interdependence and cooperation, constructive and positive communications, and mutual support. Promote and exemplify campus, divisional, and departmental high standards for excellent client service, workplace safety, effective use of resources, professional development, personal accountability, and continuous improvement.

Under supervision of the EH&S Administrative Operations Supervisor provide specified administrative support to the Radiation Safety (RS) Program to facilitate compliance with records management and other legal program requirements in order to minimize risk and help prevent radiation and hazardous material accidents.

This position is designated as sensitive and is subject to a criminal background check.

Specific Responsibilities:

70% * I. Radiation Safety Records Management

• Apply content knowledge of the campus RS Program to develop and maintain a radiation safety records management system that follows record retention rules and meets legal requirements for current and archived records. This includes the following:
- Reorganize existing files and assure appropriate ross referencing
- Assure sensitive files are appropriately maintained
- Establish and maintain radiation safety building files
- Develop and maintain systems to coordinate RS files with other related office files - Update EH&S central files database to include radiation safety program files
- Organize and maintain archived files and develop/maintain database of files
- Maintain electronic files as appropriate

• Serve as program representative to assist with departmental transition to electronic record keeping.
• The Radioactive Use Authorization (RUA) database is the primary tool used in the Radiation Safety Team to gather information to make operational decisions that impact the safe use of radioactive materials. Serve as primary staff responsible for radiation safety data entry and management of RUA related data and data entry.
  Direct or perform the following activities:
- Data entry of RS survey information in all related databases.
- Update and maintain associated databases.
- Provide database information as needed to help support safety related activities.
- Provide training on above duties for personnel who work as back-ups to this function.

20% * II. General Administrative Support

• Provide initial response to client inquiries on administrative questions
• Provide administrative support for academic safety committees as assigned, which includes scheduling meetings, issuing agendas, attending meetings and producing minutes.
• Follow-up with financial matters as appropriate.
• Assist with maintaining team metrics and statistics.

10% * III. Other duties as assigned, including but not limited to

• Front Desk Back-up
  Serve as back-up for department reception and emergency call routing. Refer emergency calls to appropriate technical or management staff. Refer non-emergency technical calls to appropriate technical specialist. Answer general information calls and greet and direct visitors. Assist in ensuring coverage during normal business hours.
• As assigned, supervise student employee.
• At the request of campus management (EH&S Director, VC Administration, UCPD Chief, or designated alternate), must be available in a campus disaster or campus hazardous material release/threatened release, to serve in the appropriate emergency response role based upon expertise and, where applicable, designated departmental role.
• Serve on office-wide cross-teams as assigned; provide administrative support as assigned.

Required Knowledge, Skills and Abilities:

• Experience in records and data management.
• Demonstrated professional knowledge, experience and expertise in performing a variety of administrative duties.
• Proven experience with database programs: manipulating data, creating reports, designing lay-outs design accessing information and entering data.
• Professional experience with meeting coordination and support including scheduling, preparation of agenda and meeting materials, and minutes.
• Ability to quickly learn technical/scientific concepts.
• Knowledge of the following computer applications: Microsoft Word, Microsoft Outlook or comparable email and on-line calendar programs, and, as appropriate, learn other applications.
• Proven written and oral communications skills to effectively convey relevant information to diverse audience.
• Demonstrated interpersonal skills.
• Ability to work independently with limited supervision, changing priorities, conflicting deadlines, and frequent interruptions.
• Ability to coordinate projects, organize systems, and prioritize workload.
• Ability to interpret guidelines and make suggestions for process improvement.

Preferred Knowledge, Skills and Abilities:

• Experience working with technical/scientific concepts
• Intermediate knowledge of following databases: Filemaker Pro, Access
• Experience in administrative support of Health Physics (Radiation Safety)
Program

Major Governing Laws, Regulations and Procedures

Incumbent's responsibilities are guided by a significant number of federal, state, and local laws and regulations: Title 17 CFR, Chapter 5, Subchapter 4, Radiological Control; 10 CFR 20, (Standard for protection against ionizing radiation), 19 (Notices, instruction, and reports to workers), 34 (Licenses for Industrial radiography & radiation safety requirements), 36 (Licenses and safety requirements for irradiators), and 71 (Packaging and transportation of radioactive material); DOT Importation and Shipping Regulations; IATA Dangerous Goods Regulations; Hazardous Materials Transportation Regulations (49 CFR 171-180); and other hazardous material regulations.

Incumbent's responsibilities are also guided by campus policies and procedures, which include (but are not limited to) Campus Radioactive Materials License, Campus Radiation Safety Manual, and policies on Hazardous waste management, Hazardous Materials Shipping and Transportation, Records Retention and Disposition.

*Essential Functions