Administrative Assistant V (Temporary Part-Time)

Tennessee Board of Regents•Knoxville, TN

5d•Onsite

About The Position

The overall purpose of this job is to coordinate daily operations of the Tennessee Small Business Development Center and support the activities of the Director and professional staff. The Administrative Assistant V performs complex administrative clerical functions, promotes center outreach, and interacts with small business clients in conjunction with the SBA contract terms and conditions. This position requires local travel and designated work location is 3M.

Requirements

Associate's degree, business discipline preferred.
Three years of administrative office experience

Responsibilities

Coordinate Center’s Daily Operations: Correspond by telephone, email, and in-person with internal/external contacts and customers. Determine and execute disposition of incoming calls, emails, and internal/external mail.
Greet incoming clients and guests and direct them to the appropriate center destination.
Respond promptly to client requests for counseling and training with proper email templates, telephone calls, appointment and training links, and enter correspondence in clients’ Center IC electronic files.
Perform operation of office technology including copiers, telephones, overhead projector, monitors, computers, etc. Maintain pertinent office files.
Take meeting minutes and save minutes as electronic files.
Maintain a neat and organized center environment, keep materials in center up to date, maintain office supply list, maintain asset lists, and order supplies when needed.
Coordinate with partner agencies and manage room reservations for partner events in center’s offices and rooms.
Be mindful of strict client confidentiality requirements. Communicate professionally and effectively when executing requests from the host institution and the TSBDC Lead Center staff.
Utilize professional development opportunities of the host institution, including in-person training and online tutorials as needed.
Occasionally travel in-state and out-of-state to attend professional development training
Coordinate Events: Correspond with strategic partners such as the Small Business Administration (SBA), University of TN APEX Accelerator, local and state governments and area agencies, subject matter experts, trainers, and presenters to coordinate workshops, seminars, and training events.
Gather and edit event details such as event dates, times, titles, descriptions, handouts, presenter’s names and contact information.
Record and publish event details in Center IC database prior to events and verify, claim, prepare and properly file training and education activity reports in Center IC and center filing system following events.
Send registered attendees email reminders prior to events.
Arrange for occasional catering for events, provide beverages and hospitality during events, and escort attendees to certain events.
Gather and compile any needed handouts and/or packets for events including but not limited to participant evaluations and participant rosters.
Ensure audio and visual equipment is in working order prior to certain events.
Enter events in center’s central calendar in a timely fashion.
Prepare for and occasionally represent the center at events within the center’s service area to promote small business and activities of strategic partners.
Public Relations: Coordinate public relations activities including managing the center’s ConstantContact email database, social media platforms, and print media that aligns with the mission of the TSBDC and complies with SBA and SBDC branding requirements.
Serve as a liaison to host institution’s marketing department for printed materials, press releases, photo opportunity arrangements, and related activities.
Provide branded logos, images, and seals to strategic partners as needed.
Utilize the center’s ConstantContact database to create and publish monthly eNewsletters and intermittent eBlasts. Track ConstantContact analytics and adapt publishing to optimize delivery of information.
Support Professional Staff: Make arrangements and preparation for travel, conferences, and other activities. Prepare and submit travel requests and claims utilizing host institution’s Banner system.
Compile and maintain client printed files.
Maintain center’s central calendar and apprise staff of important upcoming internal and external events and deadlines not included on staff member’s independent calendars.
Report, Writing, and Editing Support: Assist in writing, editing and proofing grant requests, the TSBDC semi-annual and annual reports, client nominations for SBA awards, TSBDC client success stories, press releases, and Rising Star awards.
Generate client demographic data for center reports from the Center IC Atlas and Report system.
Proof staff reports and written documents.
Develop and/or edit, update, and proof center Power Point Presentations.
Other duties as assigned to fulfill the TSBDC mission.