Administrative Officer, PBA (Center Services Manager, Oahu) (#96878) Position Description

The application collection portion of the recruitment for this position vacancy has concluded.

UH Hilo, Small Business Development Center (SBDC), general funds, temporary, full-time, to begin approximately May 2023, pending position clearance and availability of funds. Renewal contingent upon satisfactory work performance, availability of funds, and program needs.

Duties

Center Administration (35%)

Manages the daily office administration to support the programs, activities, and operations within HISBDC and RCUH guidelines; tailored to the interests and needs of its business advisors, interns, associates, customers, clients, and volunteers. Manages client intake services for the Hawai'i SBDC Network Center Staff which may include reviewing Small Business Administration (SBA) forms, Assist clients with workshop registration and screening client calls or inquiries. Liaison with six other HISBDC offices to ensure consistency in daily operational practices, administration, information technology and computer network, and reporting systems. Manages planning, logistics, travel arrangements, and other required coordination for various internal meetings and external networking events. Process RCUH requests or transactions on the Financial Portal, Maintain records for office equipment, supplies, and facility maintenance at the center. Performs cost analysis for purchase requisitions, coordinates the RCUH/Hawai‘i SBDC bid process for the acquisition of purchases of goods and services over $5,000.00, and **completes purchase requisitions and payment authorizations. Organize and maintain center files, business records, annual forms and financial reports. Serves as petty cash custodian. Maximum $300.
Customer and Client Service, HISBDC Network, SBA Resource Partners, and Community Relations (35%)

Provide customer and client service by phone, face-to-face, written correspondence, email, and text as appropriate. Diplomatically address and coordinate requests to interact with center director and business advisors. Maintain accurate and up-to-date customer and client database in SBDC client management and contact management system, Center IC. Audit client records to ensure that system errors are correct and aligned in all information systems. Organize and manage business community outreach events with SBA, SBA resource partners, government agencies, and other small business referral sources or stakeholders. Compose, edit, graphically design, and distribute timely event announcements and center newsletters using relevant communication technology, HISBDC branding standards, and consistency within the HISBDC network policies and procedures.

Client Research and Analysis (20%)

Serve as a reference point for all incoming inquiries online, in person or by phone. Provide sound analysis and correctly direct clients accordingly. Provide business advisors with preliminary client analysis services such as business plan review, financial analysis and projections, feasibility studies, market studies, loan and grant application packages, and frequently asked questions.

Administration (5%)

Performs administrative duties in conformance with various governmental laws, directives, regulations, and policies, including meeting Hawai‘i SBDC Network reporting requirements.
Drives to conduct public relations and outreach activities, and to attend required professional staff meetings.

Other duties as assigned (5%)

Minimum Qualifications

Possession of a baccalaureate degree in business or related field and two (2) year(s) of progressively responsible professional experience with responsibilities for office administration; or equivalent education/training or experience. Basic knowledge of principles, practices and techniques in starting and operating a successful small business in Hawaii as demonstrated by understanding and ability to apply concepts, terminology. Basic knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with starting and operating a successful small business in Hawaii. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the areas of office equipment and administration. Demonstrated ability to understand written documentation, write reports and procedures, and communicate effectively in a variety of situations. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals. Demonstrated ability to operate a personal computer and apply commonly used software. Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Strong organization skills with attention to detail. Ability to handle multiple tasks with frequent interruptions. Proficient in computer software programs for word processing, spreadsheets, presentations, software applications for business and communication, data files, and researching information. Software applications include and are not limited to: Microsoft Office Suite, Adobe, Canva, Google, Drop Box, Zoom, Center IC and Constant Contact. Effective command of oral and written English language to communicate with internal and external contacts.

Desirable Qualifications

Three years of experience in office or business administration in a business or service environment. Strong oral, written, and visual presentation skills for in-person and online events. Experience working effectively with a multi-ethnic, multi-cultural population. Marketing and project management experience. Working knowledge of Center Dynamics client management system, Center IC. Working knowledge of the Constant Contact email marketing and list management platform. Knowledge of business conditions and culture in Hawaii.

Pay Range

PBA, $3,907/month minimum

Applications (How to Apply)

For application instructions and to submit an application, please visit NEOGOV and search for #96878 or Center Services Mgr, Oahu. Please be sure to review the full job posting before applying. Failure to submit all required documents shall deem an application to be incomplete. Incomplete applications will not be considered. Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries (General)

Teryn Macayan, terynm@hisbdc.org

Please refer to position #96878 when making inquiries.

Application Deadline

Continuous, first review March 20, 2023, and will continue until filled

Important Information

The official advertisement can be found at NEOGOV.

The University of Hawaiʻi is an equal opportunity/affirmative action institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.

Individuals with disabilities who need a reasonable accommodation for the application or hiring process are encouraged to contact the EEO/AA coordinator(s) for the respective campus.

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawaiʻi may be viewed at the U.S. Department of Education’s Campus Safety and Security Data Analysis Cutting Tool, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10A of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Return to the Position Vacancies Listing.