Job Description
Manage all office functions for the regional ISBDC (Indiana Small Business Development Center) to ensure efficiency and compliance; includes data processing, and reporting as well as providing support to ECI-SBDC staff. This position is the first point of contact responsible for coordinating all aspects of client intake and assessment and works directly and creatively with the internal team, entrepreneurs, and small business owners.
Ball State University welcomes applications for the Office Administrator in the East Central Indiana Small Business Development Center (ECI-SBDC). The ECI-SBDC creates a positive and measurable impact on the formation, growth, and sustainability of Indiana’s small businesses by providing entrepreneurs expert guidance and a comprehensive network of resources. Ball State University serves as the host for the ECI-SBDC. In order to qualify for this position, applicant must live or be willing to relocate to the East Central Indiana Small Business Development Center service region which includes the counties of Blackford, Delaware, Fayette, Grant, Henry, Jay, Madison, Randolph, Rush, Union, and Wayne.
Job Function:
Manage all office functions for the regional ISBDC (Indiana Small Business Development Center) to ensure efficiency and compliance; includes data processing, and reporting as well as providing support to ECI-SBDC staff. This position is the first point of contact responsible for coordinating all aspects of client intake and assessment and works directly and creatively with the internal team, entrepreneurs, and small business owners.
Minimum Education:
Associates Degree or an additional two years of related experience will be accepted in lieu of an associate’s degree.
Preferred Education:
Bachelor’s degree in related field.
Minimum Experience:
One through three years of office administration experience.
Preferred Experience:
Additional years of office administration experience; experience with accounting software and other database systems.
Duties and Responsibilities:
- Manage the operations and office activities for the East Central Indiana SBDC which includes; providing administrative support to the ECI-SBDC Staff in accomplishing the SBDC goals and deliverables, provide high-quality service and serve as the first point of contact and maintain communications with potential and existing clients; work concurrently with other team members to increase leads for the center, economic development and community development and direct calls and need requests from entrepreneurs, small businesses, and clients to the appropriate resource and maintain center inventory list.
- In collaboration with the Small Business Program Specialist, manage the planning of ECI-SBDC trainings and seminars which includes, coordinating with appropriate sponsors, volunteers, and topic experts; preparing a calendar of events, market the events; secure location, take registrations and payments, and coordinate technology/AV requirements; establish and monitor the budget under guidance from the Regional Director, and submit to the CRM completed workshop packets after each training event or workshop.
- Maintain all database and client information as the “super user” for the SBDC CRM while maintaining confidentiality and data integrity which includes; managing various weekly, monthly, and yearly center reports; perform monthly data audits, monitor client queue and assign new clients to Business Advisors.
- Coordinate marketing activities which includes managing and maintaining the Constant Contact database, maintain the center client referral list, collaborate with the Small Business Program Specialist to create appropriate event and seminar marketing materials, assist the Public Relations team by providing relevant content for newsletters and social media posts to increase awareness of SBDC services and programs and communicate with the Lead Center on any website updates and success story submissions.
- Maintain a positive working relationship with the Lead Center located in Indianapolis and peer regional centers located throughout Indiana. Participate in monthly virtual peer group meetings with the Lead Center; attend All-Network meetings bi-annually in Indianapolis; complete 20 hours of Professional Development each year and participate in community activities at the Regional Director’s discretion.
- Process financial activities for the ECI-SBDC through the BSU system which includes, processing invoices, processing the center’s travel reimbursements, track and maintain center expenditures, track program income, and track and process funder payments and order and maintain office supplies and equipment when needed.
- Work within the regional host institution, a contractual center of the Indiana SBDC, to meet organizational goals and objectives and serve students, faculty, and staff as needed and participate in occasional host outreach activities.
- Perform other related duties as assigned.
- Maintain regular and predictable attendance.
At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.
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