Job Title: SBDC Office Assistant - Small Business Development Center
Classification: C4
Department: Seidman College of Business
Updated: September 2019

Job Summary

The SBDC Office Assistant is responsible for providing administrative and clerical support to the Michigan SBDC State Director and Leadership Team. The SBDC Office Assistant is a detail-oriented professional who is an effective team member, highly communicative, and flexible. The SBDC Office Assistant will be responsible for coordinating, planning, managing and supporting daily operational and administrative functions to advance the Michigan SBDC statewide organization, working closely with the State Director and other members of the executive team under minimal supervision. This is a 40 hours/week position.

Essential Functions

• Provides administrative support to the State Director, including scheduling, managing calendars and correspondence, coordination and implementation of projects, maintenance of personnel and attendance records.  In addition, provides administrative support to the State Director for legislative outreach, planning, coordination, public relations, scheduling, and implementation of select SBDC programs.
• Establishes and maintains all office systems, policies, procedures for the SBDC, in consultation with the State Director and Lead Center Team.
• Manages, orders and maintains office supplies. 
• Selects and coordinates network-wide marketing branded material orders.
• Performs administrative work of a confidential nature for the State Director and Lead Center staff.
• Creates and maintains employee databases, filing systems, personnel records, and team meeting schedules.
• Coordinates employment search processes and records for Lead Center, Growth and Tech teams. 
• Edits and proofreads correspondence, reports, and materials for publication.
• Drafts executive communications intended for regional directors and key statewide stakeholders with guidance from the State Director and Lead Center members.
• Coordinates the SBDC legislative outreach program including travel and outreach.
• Prepares contracts and other correspondence.
• Coordinates with Marketing Director the publishing and distribution of weekly SBDC communication to staff and stakeholders. 
• Coordinates travel for the State Director, Lead Center, Growth and Tech team staff.
• Maintains and processes budget items for the SBDDC (bookkeeping, reconciling, monitoring, making and tracking expenditures, preparing budget statements, developing status reports, making recommendations for projected budgets.)
• Provides support for special events and functions for the center.
• Serves as acting Secretary for SBDC Advisory Board meetings, statewide Leadership Team meetings, and Lead Center team meetings by providing agendas and minutes.
• Utilizes online resources to gather appropriate information and data necessary for meeting preparation, SBDC programs, brochures, and publications.
• Provides liaison with academic and administrative units on campus to facilitate the center’s programs, grants administration, program development and monitoring as necessary. 
• Prioritizes and carries out a variety of tasks and responsibilities independently.
• Occasionally overnight travel may be requested.
• Other duties as assigned.

Non-Essential Functions:

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills. 
• Possess strong verbal and written communication skills. 
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects. 
• Demonstrated experience to successfully handle multiple demands effectively.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor’s degree.
• Higher education work experience.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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