What are the responsibilities and job description for the Administrative Officer (Center Services Manager, East Hawaii) (pos #97316) position at University of Hawaii?
Description
Title: Administrative Officer (Center Services Manager, East Hawaii)
Position Number: 97316
Hiring Unit: Hawaii Small Business Development Center (SBDC)
Location: UH Hilo
Date Posted: July 8, 2024
Closing Date: Continuous, first review on or about July 23, 2024
Band: A
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: Appointment to begin approximately August 2024, pending position clearance and availability of funds. Temporary position, renewal contingent upon satisfactory work performance, availability of funds, and program needs.
Duties and Responsibilities (**Denotes Essential Functions)
Center Administration
1. ** Assist the center director in the daily office administration to support the programs, activities, and operations within HISBDC and RCUH guidelines and tailored to the interests and needs of its business advisors, interns, associates, customers, clients, and volunteers
2. **Liaison with six other HISBDC offices to ensure consistency in daily operational practices, administration, information technology and computer network, and reporting systems
3. **Perform detailed planning, logistics, travel arrangements, and coordination for various internal meetings and external events
4. **Assist center director and business advisors in organizing the schedule, meeting minutes, and ticklers to follow up on action items for team projects
5. **Coordinate, process requests, and maintain records for office equipment, supplies, and facility maintenance at the center
6. **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
7. **Organize and maintain center files, business records, and financial reports
8. **Serves as petty cash custodian
Customer and Client Service, HISBDC Network, SBA Resource Partners, and Community Relations
1. **Provide customer and client service by phone, face-to-face, written correspondence, email, and text as appropriate
2. **Help answer questions and refer inquiries to the appropriate contacts
3. **Diplomatically address and coordinate requests to interact with center director and business advisors
4. **Maintain accurate and up-to-date customer and client database in client management and contact management systems
5. **Audit client records to ensure that system errors are correct and aligned in all information systems
6. **Assist in organizing and coordinating business community outreach with SBA, SBA resource partners, government agencies, and other small business referral sources
7. **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
1. **Screen and interact with potential customers, new client requests, decipher service needs, suggest training, small business resources, and answer commonly asked questions
2. **Assist center director and business advisors with client services such as business plan review, financial analysis and projections, feasibility studies, market studies, loan and grant application packages, and frequently asked questions
Administration:
1. **Performs administrative duties in conformance with various governmental laws, directives, regulations, and policies, including meeting Hawai`i SBDC Network reporting requirements
2. **Drives to conduct public relations and outreach activities in Hilo, and to attend required professional staff meetings
Other duties as assigned
Minimum Qualifications
Possession of a baccalaureate degree in business or related field and two year(s) of progressively responsible professional experience with responsibilities for office administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Functional knowledge of principles, practices and techniques in the starting and operating a successful small business in Hawaii as demonstrated by knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with the 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 area of cashiering, accounts receivable, or collections.
Demonstrated ability to understand oral and 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 word processing software.
Strong organization skills with attention to detail.
Able 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, and Constant Contact.
Effective command of verbal and written English language to communicate with internal and external contacts.
Desirable Qualifications
Three (3) 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
To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach required documents. A complete application must include: (1) cover letter explaining how each minimum and desirable qualification is met; (2) resume; (3) the names and addresses, email addresses and telephone numbers of three [3] current professional references; (4) transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment). Please do not include any self-identifying photos they will be redacted. PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries: Teryn Macayan, terynm@hisbdc.org
EEO, Clery Act, ADA
The University of Hawai'i is an Equal Opportunity 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. For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/policies/.
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 Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10 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.
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/
