Summary of Position: The Risk & Contract Operations Administrator supports the University’s commercial insurance, claims, risk transfer, contract administration, waiver/release, travel risk, and compliance calendar functions. This role emphasizes commercial insurance administration, including claims coordination, certificates of insurance, insurance renewals, and review of contract insurance requirements. The position works with University departments, legal counsel, insurance brokers, carriers, vendors, and leadership to help identify, document, and mitigate risk while ensuring insurance, risk, and contract processes are timely, consistent, and well-documented.
Duties and Responsibilities
- Insurance, Claims, and Risk Operations
- Supports the administration of the University’s insurance programs, including workers’ compensation, property, commercial auto, general liability, professional liability, educator’s legal liability, cyber liability, employment practices liability, travel insurance, and umbrella/excess loss policies
- Assists with annual insurance renewal processes by gathering information, organizing documentation, and coordinating with internal departments, brokers, and carriers
- Manages and monitors University claims, incidents, claim filings, subrogation, and loss recovery in coordination with appropriate University personnel, brokers, carriers, and legal counsel
- Reviews claim and incident information to help determine appropriate next steps
- Processes incoming and outgoing certificates of insurance
- Reviews insurance requirements in contracts and coordinates appropriate insurance documentation
- Completes professional liability claim verification reports for health care providers on former/current School of Nursing students
- Maintains accurate records related to insurance, claims, COIs, incidents, and related risk documentation
- Contract Operations
- Reviews, prepares, and coordinates contracts involving leases, licenses, purchases, sales, services, employment, research, and related matters in conjunction with legal counsel and appropriate University stakeholders
- Administers the University Contract Management and Contract Signature systems
- Coordinates contract intake, routing, review, signature, storage, and recordkeeping
- Verifies that contracts are routed to appropriate reviewers and authorized signatories
- Maintains accurate contract records, including executed agreements, supporting documents, renewal dates, key obligations, and agreement owners
- Reviews contract-related insurance requirements and escalates related risk issues, including indemnification concerns, renewal obligations, data/security issues, and operational responsibilities
- Waivers, Releases, and Event Risk
- Oversees the campus waiver/release process in coordination with legal counsel and appropriate University stakeholders
- Creates and reviews release of liability and assumption of risk forms for events, activities, and trips
- Advises departments on event risk considerations, including when waivers, releases, COIs, or other supporting documentation may be needed
- Travel Risk Support
- Gathers security information for travel petitions
- Serves as an emergency contact for trip crisis response, as assigned
- Supports risk control procedures for international travel, semester abroad, academic classes, short-term trips, and field trips
- Assists with trip registrations, traveler readiness, documentation review, and analysis of travel security conditions
- Compliance Calendar and Administrative Support
- Tracks recurring risk, insurance, contract, travel, and compliance-related deadlines, renewals, reporting obligations, and administrative processes
- Supports recurring deadlines, renewals, reporting obligations, and administrative risk processes
- Secondary Duties and Responsibilities
- Contributes to risk and compliance education for University staff
- Cross-trains in business compliance, crisis management, and business continuity
- Assists with process improvements related to contract intake, routing, claims tracking, insurance documentation, and compliance calendar management
- In conjunction with the Title IX Coordinator, assist with various Title IX efforts to remain compliant with federal and state legislation, regulation, and case law requiring the prompt and equitable resolution of all complaints pursuant to Title IX
- Supports the development of internal procedures, checklists, templates, and guidance documents
- Supports special projects related to risk operations, contracts, insurance, travel risk, and institutional risk documentation
- Performs other duties as assigned in support of Business Affairs and University risk operations
Qualifications: According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.
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Education
- Bachelor’s degree required in Business, Risk Management, or a related field
- Master’s preferred.
- Regulatory compliance, contract management, risk management, insurance, or claims-related certification preferred
Experience
- Three or more (3+) years of experience in risk management, contract administration, insurance, claims, compliance operations, legal operations, higher education administration, or a related field
- Two to five (2-5) years of experience with insurance programs, claims, certificates of insurance, risk transfer, or commercial liability lines
- One or more (1+) years of experience reviewing, routing, or administering contracts and agreements preferred
- Two to five (2-5) years in higher education, nonprofit, healthcare, or another regulated environment preferred
- Experience using contract management systems, electronic signature platforms, compliance tracking tools, or similar administrative systems preferred
Required Skills
- Ability to read, interpret, and communicate contract, insurance, regulatory, and operational documents
- Strong organizational skills and attention to detail
- Ability to manage multiple workflows, deadlines, and stakeholder requests
- Critical thinking and sound judgment
- Ability to identify and escalate risk issues appropriately
- Strong written and verbal communication skills
- Customer-oriented service approach
- Ability to work collaboratively with University departments, legal counsel, insurance brokers, vendors, and external partners
- Ability to maintain confidentiality and handle sensitive information with discretion
- Proficiency with Microsoft Office, electronic document systems, contract management platforms, and related administrative tools
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