Admin Coordinator, Workers Comp, Safety, & Risk

At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission.  We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply.

Under limited supervision of the Safety Manager with additional oversight from the Director of Occupational Safety, Environmental & Risk Management. Administer and support tasks related to Workers’ Compensation, Occupational Safety, Risk Management and the Alternative Transportation programs, including but not limited to Safety & Environmental compliance, Loss Run reporting for Risks & Work Comp, and Cal OSHA Compliance & Training database management.  Facilitate and expedite the care and recovery of employees with work-related injuries. Liaise between the employee and workers’ compensation carriers and medical providers to assure organized and efficient management of medical care to return injured employees back to work as soon as medically and administratively possible.  Administer designated safety programs such as office ergonomics and DMV Driver Pull program. Perform other duties as required.

Core Activities:                                                                                                                             

• Process worker compensation claims with insurance carriers and medical providers
• Initiate and update claims data on insurance carrier’s online system
• Coordinate with injured staff, nurse case managers, and claims adjusters throughout each claim until closure
• Respond to carrier requests to facilitate claims reviews (documentation, status updates, coordinate temporary disability payments with payroll)
• Coordinate medical care with providers, management, and staff and manage the nurse triage program
• Obtain authorizations within Medical Provider Network (MPN)
• Schedule approved doctor’s visits
• Facilitate work restrictions and return to work process
• Coordinate risk management claim reporting through the 3rd party insurance broker and the designated insurance carriers
• Notify the broker of potential losses for timely claim reporting to the carriers
• Provide follow up information such as incident reports and relative information to assigned claims adjusters
• Maintain records of claims filed for each policy and assigned claims adjusters for quarterly reporting
• Conduct incident investigations and weekly safety inspections and Communicate recommendations to supervisors for retraining, corrective actions, or further investigation when warranted for identified unsafe acts/conditions or near misses.
• Record formal investigations of safety incidents and security reports by transferring claims/reporting data to required reports on a monthly/quarterly/annual basis (e.g., Safety Committee report, quarterly loss runs, & OSHA 300 Log).
• Track and report safety compliance training in the Learning Management System.
• Update and prepare all materials for Workers’ Compensation, Occupational Safety, and Alternative Transportation section of New Hire Orientation and serve facilitate this portion of New Hire Orientation for the Safety Office.
• Develop training materials for Workers’ Compensation and designated safety programs and facilitate safety trainings & tailgates
• Maintain intranet page (TidePool) with updated Workers’ Compensation, Occupational Safety, & Alternative Transportation information/content.
• Provide administrative support for Safety Office new hire onboarding process (e.g., Learning path assignments, DMV Pull/Driver Authorization, MPN Acknowledgement, pre-designation of medical providers, ADA reasonable accommodation requests, etc.)
• Provide administrative support for Risk Management objectives and annual renewal process (e.g., property/risk assessment, COI requests, claim administration, international travel coverage, and loss control reporting).
• Schedule all departmental events when needed including safety training and recognitions, committee luncheons, annual flu clinics, occupational vaccination clinics, and any other events sponsored by the department.

Preferred Knowledge, Skills & Abilities (KSAs):

• BA or equivalent combination of education, training, and experience
• Computer proficiency, word processing, and spreadsheets
• Proven customer service skills
• Excellent written and oral communications skills in English; Bi-lingual in Spanish/Tagalog plus
• Self-directed with excellent time management
• CalOSHA 10 hour or 30 hour certification or ability to complete certification within 90 days of hire is required
• Detailed knowledge of CAL OSHA 300 log & Workers Compensation reporting
• Experience with insurance claims filing & management
• Experience with HR systems, including training records database
• Experience with health care provider/medical claims administration
• Ability to provide accurate data and reports as needed for budget, schedule, and activities
• Strong organization and interpersonal skills
• Ability to always maintain confidentiality
• Positive attitude and ability to work with a variety of personalities
• Attention to detail and high regard for accuracy
• Must be able to work well independently, in a team setting, and must be able to multitask
• Ability to work under pressure
• Ability to work non-standard hours on occasions dictated by operational needs
• Ability to work within, and maintain Monterey Bay Aquarium’s Core Values

Physical Requirements to Perform Essential Job Functions:

• Typical office equipment
• Constant sitting, standing, walking, bending
• Occasional unassisted lifting up to 50 lbs
• Typical office environment, main aquarium and exhibits, occasional offsite events