Claims Assistant

Position Number: 40078173

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 1/15/2025

Application Review Begins: 1/31/2025

Department Code (Name): HLSF (Enviornmental Health & Safety)

Percentage of Time: 100%

Union Code (Name): CX- Clerical Union

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Salary Grade: N/A

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $32.67 to $34.17/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $28.44 to $ 40.76/hr.

Work Location: Environmental Health & Safety - 1001

Working Days and Hours: Monday - Friday 8:00 am - 5:00 pm

Benefits Eligibility: Full Benefits

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The office of Environmental Health and Safety (EH&S) is committed to promoting a safe and healthful environment for research, instruction and the campus community. Through education, auditing and monitoring, technical consultation, and the provision of direct services, EH&S assists the campus in meeting its obligations for compliance with State and Federal health, safety and environmental regulations.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Serves as the Claims Assistant for Risk Management and Workers' Compensation Programs. Receives, collects and enters claim information into relevant databases and prepares reports. Serves as employee liaison to the University's self-insurance programs and provides administrative assistance. Supports various components of the programs including general and auto liability, auto physical damage, property, employment liability, business travel and workers' compensation. In a highly confidential environment, works with a diverse clientele, including faculty, staff, students, Third Party Administrators, Office of the President, attorneys and external agencies. Provides administrative support to the department as directed

Required Qualifications:

• High school diploma or equivalent experience
• Ability to work independently as well as with others.
• Organized and detail-oriented with ability to handle frequent interruptions.
• Demonstrates strong organizational skills and attention to accuracy and detail.
• Ability to establish and maintain job priorities when there are changes in the workload and competing deadlines.
• Excellent interpersonal skills and ability to provide excellent customer service when interacting with administrators, faculty, staff, students and visitors.
• Ability to maintain confidentiality.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

Preferred Qualifications:

• Bachelor's Degree In related area and/or equivalent experience
• 1-3 years Experience in risk management and insurance.
• 1-3 years Experience in WC, benefits administration, Human resources.

Special Conditions of Employment:

• Maintain a valid CA driver's license, a satisfactory DMV record and enrollment in the DMV Employer Pull-Notice Program
• Satisfactory criminal history background check
• UCSB is a Tobacco-free enviornment.

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 20% Claim Receipt and Response Coordination - Under general supervision, works on tasks that are varied and complex in a confidential environment. Coordinates information gathering, incident reports for claim entry of reported workers' compensation, general and employment liability, property insurance, and other programs. Reviews incident reports for completeness and accuracy. Advises departments and employees on procedures for filing claims, contacts department to obtain missing or incomplete information. Tracks and verifies quality of data entry from Systemwide claim reporting line sources. Resolves problems regarding the data. Updates and verifies claim data into claims database (iVOS). Ensures critical deadlines are met and assists campus departments in the processing of claims; provides information on procedures of Third-Party Administrator (TPA) and continues to maintain contact to provide status reports. Assembles and files completed documents and maintains accuracy of departmental files. Uses, updates, and maintains the information on these claims in iVOS. Utilizes iVOS reporting capabilities to extract data for analysis and to run routine reports

• 15% Risk Analyst Support - Assists Risk Analyst with a wide variety of reports, statistics, and other documents for, from and between the entities involved in the Risk Management Programs. Under general supervision, assists the Risk Analyst analyze and define basic potential loss areas and help determining appropriate type and level of loss protection to be insured. Provides the Risk and Insurance Administrator with information, documentation and analysis of various risk programs. Assists in the preparation of a wide variety of reports, statistics, and other documents between the entities involved in the Risk Management Programs. Assists the Risk analyst and the Risk and Insurance Administrator in locating and obtaining underwriting information required by the Office of the President to support the purchase of University-wide insurance. Aids the Risk Analyst and Insurance Administrator in managing the OP-mandated review process of all claims and lawsuits Assists Risk Analyst in Maintaining a database that tracks status of all campus eDiscovery and preservation hold requests. Assist Risk Analyst in maintenance, accuracy and reporting of the University's Fine Arts, Marine and Aircraft schedules; prepares necessary reports and coordinates the renewals of these insurance programs; independently responsible for accurate data keeping and reporting of aircraft and vessel charters to UCOP. Performs other duties as assigned.

• 15% Auto Insurance Program - Oversees & administers the auto liability insurance program. Responsible for setting up new claims, working as a liaison between departments and TPA Reviewing and approving all auto claims. Manages campus auto schedule, coordinates annual updates with departments, provides accounting information on the annual premium, allocates auto insurance costs to departments, and provides information to accounting department.

• 10% Subpoena Support - Receives, reviews and accepts subpoenas for all records served on the University. Reviews and enters subpoenas into database, identifies department to produce records; forwards and tracks receipt of records, reviews and forwards to requester. Analyzes materials to be produced for privileged information and redacts as necessary. Consults with the Office of Campus Counsel, Risk Manager and Outside Counsel on problematic record requests. Provides administrative support to the Workers compensation Manager. Prepares correspondence, attends meetings, prepares reports and other duties as directed. Provides staff support in the department as directed.

• 15% Workers' Compensation Support Services - Assists the Workers' Compensation Coordinator in providing information and support to injured employees. Serves as backup support for, first contact to employees who file a Workers' Compensation claim; contacting employees within 24 hours of receipt of report of injury; providing information about the process and campus resources. answers questions, preparing correspondence and providing general support in WC. Serves as the initial contact with medical provider authorizing first medical treatment. Assists Workers' Compensation Coordinator in entering and verifying work status information from the medical provider for the Return to Work Program for the campus. Helps monitors temporary disability status of claims, tracks medical appointments, obtains work status from medical providers. Obtains information from Sedgwick claims administrators on status of employees. Receives and inputs Workers' Compensation volunteer information from various departments, reviews for accuracy and completion, enters into database.

• 20% Catering Administration - Responsible for administering the Catering program, which includes approving Food Vendor Permits via DocuSign, reviewing and approving Food Vendors' Certificates of insurance and health permit to ensure they meet University insurance and health permit requirements. Maintain the Food Vendor database and online Approved Food Vendor List, responsible for maintaining content on the Food & Drink webpage. Provides customer service to the campus and Food Vendors in regard to the catering process.

• 5% Administrative Support - Assists with the distribution of office mail, providing special attention to time sensitive material. Answers Risk Management and Workers' Compensation phone lines as required. Performs general office duties including maintaining departmental filing system. Coordinates and prepares material for presentations, meetings and conferences. Serves as first point of contact to department visitors, duties include greeting and directing visitors and staff to appropriate offices; act as the backup for answering the Main EHS line and the EHS Technical Assistance line (directs calls as necessary) during normal business hours. Provides administrative/clerical assistance to the Risk Management and Workers' Compensation units. Prepares correspondence as directed. Updates, maintains, and distributes contact information for Third Party Administrators, departments, and medical providers. Performs other duties as assigned.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

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