Small Business Center Program Assistant - Part TIme at Southwestern Community College

Statement of Primary Purpose

The primary purpose of the position is to assist the Director in ensuring the success and economic growth of entrepreneurs and local small businesses in Jackson, Macon, and Swain County and the Qualla Boundary. Responsible for performing a wide variety of comprehensive, complex, and specialized administrative duties to support various functions related to the Small Business Center (SBC) and managing office functions to ensure efficient and effective operations.

Classification

Part-time, 25 hours per week, $18.00/hour

Essential Functions and Responsibilities

· Serve as the primary point of contact for the Small Business Center (SBC), answering inquiries via phone, visitation, or email by giving information or directing clients and visitors to the necessary location and/or person. Responsible for maintaining records of phone calls, visits, and emails.

· Demonstrate excellent customer service and professionalism both internally and externally, including community members and businesses, SBC clients, counselors, and instructors, employees, guests, vendors, and partners. This also includes SCC Curriculum and Workforce Continuing Education staff and students.

· Maintain confidentiality of all potential and existing SBC clients and sign SBCN Confidentiality Agreement.

· Build and verify seminars and assist with the maintenance of client records in the SBC client management system (CenterIC).

· Create and file seminar folders in accordance with SBCN policy.

· Open a seminar with a general overview of SBC services and register attendees by obtaining both attendee and instructor signatures, as needed.

· Schedule counseling appointments and secure room reservations for seminars and meetings.

· Assist with creating the SBC seminar schedule, including communicating directly with SBC instructors, building contracts, and collecting invoices.

· Consistent communication with the business office to ensure effective processes, and promptly processing/submitting signed contracts and invoices for payment. Responsible for obtaining contract signatures and ensuring instructors and vendors are paid in a timely manner.

· Communicate with instructors prior to seminar date to request any handout materials, provide directions, ensure technology and classroom is set up accordingly, and they have all that is needed for a successful program.

· Send reminder emails and make phone calls to registered seminar attendees.

· Monitor attendee registrations and communicate with the SBC Director.

· Ensure seminar evaluations are completed by seminar attendees and make final verification of seminar matching registration and signatures and inputting/updating in CenterIC.

· Assist clients with SBC seminar and counseling registration to include completion of the eRFC and SBC Training Event Attendee Registration form.

· Maintain and update SBC email lists, and add seminar attendee emails into Constant Contact.

· Assist with the promotion of all SBC services both internally and externally via word of mouth and with management of the Small Business Center’s Facebook and IG pages, newsletter, as well as creating flyers and other marketing materials.

· Assist with preparation and completion of the Annual Report including economic impact surveys by email and phone, running reports, tallying seminar/counseling rating and jobs created and retained, success story review, and inputting counseling notes and data into CenterIC.

· Assist with preparing and taking notes for client counseling meetings, the yearly SBC Advisory Committee meeting, and other meetings as needed.

· Prepare and submit work orders, requisitions, purchase orders, p-card statements/logs, travel authorizations and reimbursements as needed.

· Handle money when needed and assist with maintaining, tracking, and reconciling SBC budget.

· Participate in professional development activities provided by the College and the SBC.

· Participate in College events and activities. Maintain regular and consistent on-site attendance during normal hours of college operations in fulfillment of duties not inconsistent with the expectations for full-time employees and College policies and procedures.

· Perform other duties as assigned which contribute to the efficient and effective operation of the College and the SBC.

· Serve on various committees as assigned.

· Participate in and support ongoing assessment, planning and evaluation to improve student learning.

Minimum Qualifications

Education

Associate Degree required from a regionally accredited institution in Business, Office Administration, or related field.

Knowledge and Skills

· Office administration experience with effective oral, written, and presentation skills; ability to communicate clearly and effectively with clients, students, faculty, and staff.

· Effective interpersonal skills, detail-oriented, and ability to quickly assess and adapt to unforeseen matters and demonstrate entrepreneurial skills in terms of thinking outside the box, problem solving, and being proactive about seeking more efficient and effective ways to operate.

· The ability to collaborate and be a team player, grow, and willingness to learn about all business industries.

· The ability to work under deadlines and manage multiple projects simultaneously.

· Proficient in Microsoft, Google applications, and Adobe Sign.

· Initiate/answer telephone calls and operate video conference calls and meetings to include Zoom and Google Meet.

Physical Demands

Maintain stationary position, sitting or standing, for extended periods of time.

Operate a computer/printer and other office productivity machinery.

Ability to maintain files in file cabinets.

Occasionally lift, move, transport, install, or remove items weighing up to 15 pounds.

The ability to communicate information so that others understand.

Licensing Requirement

Valdi NC Drivers License

Working Conditions and Environment

Occasional work on weekends or nights. Travel to off campus centers and locations within the state for meetings, training and testing.

Equipment Operation

Computer, typical office equipment

This position description covers the most essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisory personnel. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.