Administrative Specialist, Small Business Development Ctr.

Position Details

Position Information

Position Title

Administrative Specialist, Small Business Development Ctr.

Position Number

000247

Position Summary

The Administrative Specialist for the SBDC is responsible for providing administrative support to the staff, advisers, and clientele in the twelve counties the SBDC serves.

Essential Job Functions of Position

Office Reception, Client Service, and General Administrative Support

• Answers and responds to incoming phone calls and emails
• Greets visitors in the SBDC office, responding to questions and requests as appropriate
• Provides relevant direction, distribution of calls, and visitors to the right resources
• Responsible for taking and relaying messages and information as needed to assist clients and aid with communication between clients and advisers or other agencies who provide services to small businesses
• Respond to and route requests for information as they are received from the University, state, and federal agencies to comply with organizational requirements
• Order and account for supplies and expendables in accordance with established policies of the University and the funding agencies
• Maintain an inventory of SBDC information materials for distribution for delivery to clients
• Maintain oversight and review of financial and reporting records to determine appropriate release and retention according to organizational partner standards
• Attend professional development events and statewide meetings as required

Provides Financial Management Support
Assists with financial management, recording, and reporting for the SBDC, using Microsoft Office software to accomplish the following:

• Record and track expenditures to facilitate the management of the SBDC
• Compile data to provide reports to the Director and funding partners that provide awareness of current financial status and issues or concerns as they develop
• Receive, record, and track payments and deposits received for SBDC sponsored workshops, seminars, and other funds, following Washburn University policies and procedures for handling income transactions
• Monitor and enter information on budget account balances
• Work with the Director and Grant Administrator to assist with budget management throughout the fiscal year
• Maintain subscriptions and databases used by the SBDC

Event Coordination
Assists the Director and Advisers in coordinating seminars, workshops, and other SBDC sponsored events. Facilitate the development and distribution of promotional materials.

• Oversee and facilitate distribution of events using social media, email lists, email campaign tools, and organizational resources to assist in marketing events.
• Accept and monitor registrations and field questions from potential participants
• Schedule facilities and arrange for catering
• Compile information and data for event reporting
• Perform other duties to assist in coordinating seminars and workshops and ensure their success in serving clients

Provides support and assistance to SBDC Advisers in the region.

• Works with individual Advisers to compile data and produce needed reporting
• Assist Advisers with scheduling and preparing for events and meetings
• Help Advisers schedule and pay for professional development events
• Provide Adviser support with the customer relations management ( CRM ) software used internally
• Train new Advisers in using the CRM management information system and in-office procedures

Perform additional job-related duties as assigned or as appropriate.

Non-Essential Job Functions of Position

Education and Experience

High school diploma, GED, or equivalent. One year of full-time equivalent work experience or relevant education or a combination of relevant education and experience equal to one year of full-time work experience.

Knowledge, Skills & Abilities

Experience using MS Office. Prefer experience in the following:
· Adobe Acrobat
· Client Relations Software
· MS Excel and Word
· Social Media platforms
· Marketing
· Entrepreneurship
· Working with confidential documents and maintaining customer privacy

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority

No

Special Instructions to Applicant

The opportunity for a hybrid telecommuting arrangement within the state of Kansas is available.

Advertised Pay

12.98 per hour with potential for a higher entry rate commensurate with experience

Work Schedule

Regular Business Hours

Benefits

• After completing one year of service in a benefits-eligible position, the University will contribute an amount equal to 10% of base pay into an employee’s defined contribution plan with TIAA .
• After one year of continuous employment, eligible employees may officially enroll in University courses for credit or audit without having to pay applicable tuition and fees. Law School Courses excluded.
• For an overview of the excellent benefits package, Washburn provides employees visit Washburn benefits.

Full-time/Part-time

Full Time

Average Hours per Week

40

Months per Year

12

FLSA

Non-Exempt

FTE

1

EEO Statement

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented and/or marginalized in higher education.

Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Posting Detail Information

Posting Number

S0378P

Background Check Required?

Yes

Driving History Checked?

No

Drug Screen Required?

No

Anticipated Start Date

Position End Date (if temporary)

For earliest consideration apply by

Posting Close Date

Open Until Filled?

Yes

Quick Link for Direct Access to Posting

https://washburn.peopleadmin.com/postings/4532
Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Are you comfortable working in an office setting supporting Administrative staff?
   • Yes
   • No
2. Do you have experience coordinating programmatic activities, and generating reports of programmatic activities and outcomes?
   • Yes
   • No
3. Do you have experience with data collection, retrieval, and management?
   • Yes
   • No
4. Do you have any accounting or bookkeeping experience?
   • Yes
   • No
5. * Do you have one year of full-time equivalent work experience or relevant education or a combination of relevant education and experience equal to one year of full-time work experience?
   • Yes
   • No

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation