SMALL BUSINESS DEVELOPMENT CENTER ADMINISTRATIVE OFFICE SPECIALIST(Grant Funded)

Job Classification: Administrative Office Specialist - Program Operations (Grant Funded)
Grade: H6
Department/Division: Small Business Development Center
Reports to: Director, Small Business Development Center
Schedule: 7:30 a.m. to 5:00 p.m. (M-Th); 8:00 a.m. to noon (Fri.)
Brief description of the job: Coordinates the day-to-day administrative and operational functions of the Small Business Development Center to support efficient delivery of advising, training, outreach, marketing, grant-funded services, and special initiatives. This position is 100% Grant funded.

ESSENTIAL DUTIES

• Responds to phone calls, emails, electronic requests, and walk-in inquiries; explain SBDC services; complete initial client intake; schedule advising appointments; and route requests appropriately.
• Maintains accurate and confidential client, prospect, training, and outreach records in the SBDC client relationship management system, shared files, and external contact databases; monitor data quality and correct discrepancies.
• Coordinates small business training seminars, webinars, and events, including trainer communication, room and technology arrangements, registration, participant communications, materials, setup, attendance records, evaluations, and grant-compliant training reports.
• Coordinates day-to-day program operations; maintain calendars, deadlines, workflows, standard operating procedures, and office documentation; identify operational issues and recommend practical process improvements.
• Coordinates marketing and communications activities, including
  newsletters, website updates, social media, digital campaigns, presentations, flyers, event promotions, and client-facing materials while maintaining brand standards and proofreading for accuracy.
• Prepares recurring and ad hoc program reports; support grant reporting and compliance documentation; review operational data for completeness; track performance measures and deliverables; and assist with proposals, manuals, and other written materials.
• Supports purchasing and budget administration by preparing requisitions, tracking expenditures, maintaining inventory and property records, reconciling documentation, and preparing travel, printing, and supply requests in accordance with college procedures.
• Coordinate special projects and technology-based improvements; research best practices; assist with implementation of productivity, CRM, marketing, automation, and artificial-intelligence tools; and document processes for continued use.
• Represent the SBDC professionally with clients, college departments, regional host staff, community partners, vendors, and public entities; assist with outreach initiatives; and oversee assigned work of student employees or interns as directed.

Job Qualifications

• High school diploma or equivalent required; associate's degree from a regionally accredited college desirable; bachelor's degree preferred in business, communications, marketing, public administration, office administration, or a related field. An equivalent combination of education and directly related experience may be considered.
• Two years of progressively responsible experience in administrative operations, project coordination, customer service, marketing, event coordination, program support, or a related area preferred.
• No specific license required. Bilingual proficiency in English and Spanish preferred. Experience in a grant-funded, higher-education, economic-development, or client-service environment is desirable.
• Public and customer relations, including professional service to entrepreneurs and community partners.
• Administrative and program-operations practices, including workflow coordination, records management, scheduling, and documentation.
• Basic budgeting, purchasing, bookkeeping, inventory, and expenditure tracking.
• Grant-funded program documentation, data quality, deadlines, performance measures, and compliance support.
• Digital communications, social media, email marketing, website updates, brand consistency, and proofreading.
• Office technology, CRM/database systems, reporting tools, video conferencing, design platforms, and responsible use of AI-enabled productivity tools.
• Organization, time management, project coordination, process improvement, confidentiality, and professional communication.