Administrative Assistant ll - Small Business Development Center (SBDC)

Position Title: Administrative Assistant II       
Department: Small Business Development Center (SBDC)
Division: Institutional Research and Effectiveness (INR)
Employee Status: Full-time Grant Funded (Grant Funded through December 31, 2025 with opportunity for renewal)
Type: Support Staff Association (SSA-Union)
Grade: 8
Salary Range: ($20.00-$21.00 hourly)
Location: Woodward Technology Center
FLSA: Non-exempt (hourly)
Business Hours: Monday - Friday, 8 am - 5 pm (evening and weekend events may be required)
Issued: 05/2023
Revised: 07/2024, 10/2024
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Reporting Relationships
Reports to: Small Business Development Center Director
Supervision Exercised: None
Job Summary
Using independent judgment and minimal supervision, provide advanced clerical support involving multiple software solutions and complex office equipment. Must exercise advanced reasoning and established critical and analytical thinking skills. Lead or direct all office support functions. Model excellent customer service to clients, students, faculty, administration, staff and others through all methods of contact. Confidentiality and discretion are required.

Essential Duties and Responsibilities include the following.  Related duties may be assigned.

• Proficient in using all methods of telecommunications.
• Read and route incoming mail. Locate and attach the appropriate file to correspondence to be answered by the employer.
• Maintain accurate knowledge of college-wide resources in order to respond to questions for both internal and external customers.
• Independently prepare grant correspondence reports, and memos.
• Excellent verbal communication skills. Facilitate communication at all levels with sound judgment and skill.
• Word process complex materials, editing for grammar and content. Perform computations and routine analysis regarding budgets, grants, financial processes, and government reports.
• Assist with budget development and tracking. Provide regular budget updates.
• Proofread completed documents to check for errors and make corrections.
• Organize and maintain file system, file correspondence, and other records.
• Coordinate and arrange meetings, travel arrangements, prepare agendas, reserve and prepare facilities, attend and record notes/minutes of meetings.
• Make copies of correspondence or other printed materials.
• Order and maintain supplies, and arrange for equipment maintenance. Assist with other purchasing needs.
• Assist with the maintenance of SBDC web pages.
• Foster and maintain professional interaction with internal and external community partners including and not limited to; in-person, virtual, and written correspondence.
• File, code, and/or arrange filing of grant documents, and purge files in accordance with statutory governmental regulations and/or college guidelines.
• Engage in ongoing professional training as needed to maintain current with administrative and technological demands of the position.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates and percentages and to draw and interpret bar graphs. Ability to solve practical problems and deal with a variety of instructions furnished in written, oral, and diagram.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
 
Minimum Qualifications
Associate's degree or equivalent from a two-year college or technical school; or six to twelve months related experience and/or training; or equivalent combination of education and experience. Experience in AI preferred. Experience with grants preferred. Proficient in MS Suite, inclusive of Outlook, Windows, Microsoft Word, Excel (spreadsheet design and entry), database entry, Web page maintenance, and ability to learn the college's administrative software system.

Work Environment
While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.