Primary Purpose

The Administrative Assistant is responsible for the daily office operations of the Small Business Development Center. Primary duties include acting as first point of contact for people inquiring about SBDC services, office management; serving clients via phone, online or in-person; scheduling advisors; program coordination; workshop scheduling and registrations; event support; marketing and PR; and reporting.

Essential Duties and Responsibilities

• Screen and track advising clients; coordinate referrals and requests for information, as appropriate.
• Manage advising functions, including assessing client needs, managing the advising appointment schedule, and assigning clients to SBDC advisors.

• Coordinate and send the local SBDC quarterly e-newsletter. This includes gathering and writing content, and doing layout.
• Develop media releases, bulk emails, and other online communication materials.
• Create content and manage the COCC SBDC website and social media channels.
• Coordinate and plan SBDC events, workshops, and classes. This includes registration, classroom and facility reservations/scheduling, support materials, contact coordination, and developing marketing materials.

• Manage state database of local clients including electronic files, surveys, and evaluations.
• Assist in state network reports and general report preparation.
• Develop class database information including CRN’s and instructor agreements. Organize the SBDC content for quarterly Community Learning schedule.

• Manage financial transactions including the collection of class registration fees, deposits, and credit card management.
• Provide back up to the Administrative Assistant – CBIPD when needed.
• Perform other duties as assigned.

Knowledge, Skills and Abilities

• Possess strong customer service, communication and organization skills.
• Ability to maintain a positive and professional attitude while dealing with the public.
• Demonstrated ability to plan, organize, prioritize and execute multiple tasks efficiently and effectively.
• Demonstrated ability to problem solve and work independently.
• Possess effective interpersonal skills with a demonstrated ability to work closely on a team.
• Possess effective verbal communication and writing skills.
• Possess organizational skills with attention to detail and accuracy.
• Ability to demonstrate skills across a variety of web-based and software applications.
• Ability to operate a client management database.
• Ability to work in various software programs including MS Word, MS Excel, MS PowerPoint, MS Publisher, Constant Contact, Filemaker Pro, Banner.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
• Ability to demonstrate essential job functions outlined above.

Ergonomic Requirements

Regular office hours are 8 am to 5 pm during the workweek. Employee must be able to function effectively indoors in an office environment engaged in work of primarily a sedentary nature. Requires the ability to work at a workstation for extended periods. Requires the ability to write, read written materials and computer screens, and hold telephonic conversations. Occasional lifting up to 25 lbs. All individuals are required to perform essential functions with or without reasonable accommodation.

Minimum Requirements

• Associates Degree.

• Two years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.

Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.

Preferred Qualifications

• Bachelor’s degree.

• SBDC Experience.
• Bi-lingual in English/Spanish.