"Administrative Associate IV (Small Business Development Center)"

Works under general supervision and provides advanced administrative support work.

• Provides advanced administrative support and may serve as a personal assistant. May maintain office schedules and appointments.
• Researches and analyzes administrative requirements for specific programs or projects. Provides technical information regarding administrative procedures, services, or programs.
• Assists in the development of office procedures, including complex or specialized functions. Explains, applies, interprets, and communicates policies and procedures. May monitor compliance with policies and procedures.
• Maintains a variety of fiscal and administrative records. Verifies, processes, and reviews forms, reports, tables, and other documents. Performs special analyses and project summaries.
• Assists in the planning of special events. Makes arrangements for meetings, appointments, conferences, and travel. May set up meetings, seminars, and other special events to include facilities, equipment, and food.
• Coordinates the maintenance of files, records, office supplies, or equipment. Maintains office reference materials including online office materials. May deliver, pick up, or receive cash payments, documents, supplies, or materials.
• May assist management in the supervision of student workers and support staff including processing complex confidential matters.

Additional Responsibilities:

• Answering phone calls from clients & other business owners and professionals, assessing the needs of the caller, and directing them appropriately to training, advising, website resources, or resource partners throughout the Texas South-West SBDC Network and TAMIU.
• Supporting the needs of the Director, which includes understanding the dynamics of TAMIU, Texas South-West SBDC Network reporting requirements, internal MIS requirements, travel reimbursement and similar functions.
• Supporting the needs of the Business Advisors, which may include an appropriate role in the MIS management, including but not limited to entering intake forms, monitoring timely entry of client session notes, reconciling client impact forms with MIS impact and the like.
• Information management to include completion and oversight of the internal document transmittal process, information repository process, equipment inventory management and retention policy compliance.
• Supporting center-level administrative processes and procedures including but not limited to pipeline-stakeholder process, legislative pipeline communication process, electronic filing systems, website updates, social media account management, inventory control, office opening/closing procedures, adherence to confidentiality agreement & cooperative agreement.
• Liaison to various internal departments and external partners.
• Facilitates the operation of the office within the Values-Based Leadership System.

Minimum Requirements: Education - High school diploma or GED. Experience - Four years of related experience.

Preferred Education and Experience: Some experience at the executive assistant level of support. Bilingual English/Spanish.

Knowledge of: Word processing, spreadsheet, and database applications.

Ability to: Multitask and work cooperatively with others. Strong verbal and written communication skills. Strong interpersonal and organizational skills. Ability to work with sensitive information and maintain confidentiality.

Preferred Knowledge and Abilities: Knowledge of Social Media Platforms and Platform Management. Event management experience to include being primary coordinator of professional business events. Ability to write effective memos, draft press releases & statements, and proofread documents. Edit photos using commonly used photo-editing software packages. Edit video using commonly used video editing software packages. Analytical skills with attention to detail. Work independently once given a project.

Licensing / Professional Certification: Will be required to obtain administrative associate certification from the Texas South-West SBDC network within 6 months of employment.

Physical Requirements: General office environment, sitting, standing, bending, occasional standing for long periods of time and lifting of up to 50 lbs.

Other Requirements: Evening and weekend work may occasionally be required. Position requires on campus, face-to-face interactions. Position requires maintaining a regular schedule of attendance on campus and in the workplace.