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Administrative Manager: Maine SBDC
 

Administrative Manager: Maine SBDC

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    Administrative Manager: Maine SBDC Administrative Manager: Maine SBDC Document Transcript

    • I. Title: ADMINISTRATIVE MANAGER MAINE SBDC Division: School of Business Department: Maine Small Business Development Centers Location: 68 High Street, Room 200, Portland Schedule: Full time: 8:00 am to 5:00 pm with some flexibility Organizational relationships: Reports to: Maine SBDC Associate State Director Supervises: Administrative Assistant and Graduate Assistants, Student Workers and/or temporary employees as assigned by State Director Coordinates with: Maine SBDC State Director and other Maine SBDC State Office and Network administrators; Maine SBDC Center Directors, business counselors and staff; external and internal funding partners, including the U.S. Small Business Administration, Maine Department of Economic and Community Development, and other State of Maine government personnel; USM personnel; Maine Small Business Commission; Maine SBDC Advisory Board; the national Association of Small Business Development Centers; SBDCNet (Texas); media organizations; public and private-sector agencies and organizations; Maine businesses and entrepreneurs, and the general public. II. Statement of the Job: The Maine Small Business Development Centers/Small Business and Technology Development Center is a statewide program, headquartered at the University of Southern Maine under the aegis of the School of Business, with twelve Services Centers and numerous Outreach Offices statewide. The Maine SBDC Service Center serving Cumberland and York Counties is also located at USM. Both the Maine SBDC/SBTDC State Administrative Office and the USM Service Center Office are at 68 High Street, Portland. The Administrative Manager for the Maine SBDC has primary responsibility for managing the daily functioning of the Maine SBDC offices at the University of Southern Maine. This position is responsible for administrative procedures that carry out the Maine SBDC/SBTDC’s policies and procedures; for independently prioritizing and organizing the Program’s client and non-client related workloads; and for assuring that the Program’s daily activities run smoothly. The duties for this position include coordinating client services, public communications and overseeing client files within a statewide central database; managing appointments; marketing training events for the USM Service Center’s region and managing the Center Director’s event calendar; reviewing and analyzing extensive Maine SBDC statewide counseling, non- counseling, and training data, and economic impact; producing detailed required quarterly statistical and semiannual narrative performance reports for federal and state funding partners and as needed for internal office use; coordinating, tracking and reporting on special project grant activities; planning, implementing and supervising the annual quality client/economic impact surveys in coordination with the Association of Small Business Development Center’s (ASBDC) National Economic Impact Survey; assisting in training Maine SBDC counselors and staff on the Maine SBDC’s CenterIC client, non-client, and training recordkeeping system, and assuring policy and procedure compliance of same; and developing documents and interpreting policies and procedures for data entry and reporting. Frequent verbal and written communication is required internally and externally. 1
    • III. Essential Functions: 1. Designs, coordinates and maintains effective office policies and procedures for efficient and effective work flow of the Maine SBDC offices at USM, and coordinates the hiring of and assigns work to administrative staff. 2. Develops, interprets, implements procedures and policies for statewide client and training data entry and reporting to ensure consistency, quality, and compliance with federal, state and special project contract requirements, and provides solutions requiring a significant depth of understanding when problems or complex issues arise. By law, all SBDC client counseling information is confidential and cannot be released without the client’s written consent. 3. Coordinates and supervises all required and requested client surveys, including statewide evaluations for all initial clients (monthly), long-term clients (those receiving 5 or more hours of client services; distributed quarterly), the annual ASBDC National Economic Impact Survey for Maine, and other specific or unique surveys as needed or requested by funding partners or required through contracts for special projects. The timeliness, analysis, impact and integrity of survey results are key to the continuation of the Maine SBDC statewide program at both federal and state levels, as well as providing benchmarks for the Maine SBDC State Director to determine trends, problems and issues. 4. Serves as primary administrative contact for one or more Maine SBDC special projects as assigned (such as Farms for the Future, Maine Enterprise Option, and Vocational Rehabilitation) which requires communicating with state government and regional economic development entities, counselors and clients, and verifying the specific Maine SBDC services provided to ensure contract compliance and for invoicing purposes. 5. Coordinates meetings, appointments, and client counseling and training services, including screening and scheduling client appointments within the USM service region, and communicating with clients, potential clients and the general public statewide. This includes telephone, online, and face-to-face communication. 6. Coordinates training and special events sponsored or co-sponsored by the USM Service Center and/or the Maine SBDC State Office, in consultation with the respective Director or Maine SBDC administrator, and/or with other small business services providers if a co- hosted event. This includes preparing promotional and handout materials (or managing such design and preparation as the case may be), developing appropriate mailing lists, arranging logistics for caterer, facility, travel, publicity and community outreach, and responding to inquiries from attendees and the general public. 7. Trains business counselors and staff statewide in the use of the CenterIC recordkeeping system (a web-based client and counselor database which is integral to the Maine SBDC program’s reporting to its federal and state funding partners and for all client required and special surveys) and instructs small business owners and entrepreneurs in Cumberland and York Counties in various business accounting and publishing software (such as ACT, Quickbooks, Publisher, etc.) 2
    • 8. Conducts business research for the Maine SBDC State Director, Service Center Director and clients through SBDCNet, the James J. Hilll Reference Library, federal and state databases, and other sources with information specific to small business. 9. Responsible for monthly financial reconciliation of one or more projects with the University Maine Street’s (Peoplesoft) general ledger and handles processing of the projects’ purchasing, travel and meal reimbursement, professional memberships, registrations, conference fees, and related financial transactions, and resolves problems as needed. 10. Assists with Small Business Administration’s federally mandated biennial performance and financial audits. 11. Represents the Maine SBDC at meetings, trade shows, or other similar events. 12. Facilitates in-state and out-of-state vendors for equipment, maintenance, printing and supply purchases. 13. Primary contract to handle all Maine SBDC office/facility maintenance issues, and represents the Maine SBDC on issues common to all departments and offices located at 68 High Street. IV. Marginal Functions: None V. Supervisory Responsibilities: Primary supervisory responsibility for the administrative assistant, but may also supervise graduate assistants and/or student interns when available. Supervision of Administrative Assistant includes orientation of office procedures, assigning workload and providing support; approving vacation, disability, and compensatory time; conducting performance evaluations; and handling disciplinary issues. Demonstrates knowledge and experience in maintaining a safe working/learning environment. VI. Budget Responsibilities: Supervises and approves revenue deposits generated by Maine SBDC offices at USM. Maintains USM Service Service Center’s budget and reconciles financial activity with monthly General Ledger reports; researches and resolves problems. Handles all financial transactions of the USM Service Center. VII. Public/Professional Responsibilities: Participates in conferences and trade shows representing the USM Service Center and State Office. Participates in counselor training events, statewide quarterly meetings and must keep up-to-date with CenterIC (see item 7 above) and other software applicable to the Maine SBDC/SBTDC program. May attend or take workshops or courses that are relevant to small business issues. 3
    • VIII. Internal/External Contacts: Internal contacts: Other university departments: Center for Entrepreneuship; School of Business; Business Services; Student Billing; Facilities Management, Telecommunications; Information Technology; Office of Sponsored Programs; Dept. of Conferences, and others. External contacts: Maine SBDC funding partners, US Small Business Administration and Maine Department of Economic and Community Development; Maine Department of Labor, and Bureau of Rehabilitation Services; regional economic development corporations, including Southern Maine Regional Planning Commission, Androscoggin Valley Council of Governments, Coastal Enterprises, Inc., Northern Maine Development Commission; other Maine small business service providers including Maine Centers for Women, Work and Community, Service Corp of Retires Executives (SCORE), and Women’s Business Center; Maine SBDC directors and counselors; SBDCNet other research entities, IRS, and vendors. IX. Knowledge, Skills and Abilities: 1. Excellent oral and written communications skills, including ability to communicate complex information to a variety of audiences and ability to work with Maine’s small business community and the public-at-large. 2. 3. Ability to communicate with and provide requested documents to the Maine SBDC’s federal and state funding partners, and to administrators of the Maine SBDC’s special contracts and grants; and to work effectively with administrators, counselors and staff located at Maine SBDC Service Center host organizations throughout the state. 4. Excellent interpersonal skills, good judgment. 5. Ability to take initiative and identify and propose systems or procedures to enhance or improve project management or administrative procedures and policies. 6. Ability to handle multiple competing priorities, to set and meet deadlines, and to produce quality products that meet high standards of accuracy and attention to detail in a timely and efficient manner. 7. Ability to work independently as well as in a team environment, and to work with a variety of people in designing and carrying out competing goals and plans. 8. Demonstrated computer and software skills (databases, word processing, desktop publishing, spreadsheets, and accounting software); ability and use or willingness to learn new software programs and/or upgrades; ability to communicate changes in policies and procedures relating to software upgrades with Maine SBDC personnel statewide; and ability and willingness to instruct staff and clients on new software programs, or software upgrades, as appropriate. 9. Experience in research techniques, familiar with sources of information and resources to fulfill client or counselor research requests. 10. Possess an attitude that fosters a respectful, non-threatening workplace environment. 4
    • X. Qualifications: Required: 1. Bachelor’s degree with three years relevant professional office experience 2. Excellent organizational, communication and interpersonal skills, and ability to prioritize multiple tasks 3. Experience with databases, word processing, desktop publishing, spreadsheets and accounting software programs 4. Experience working with adult learners 5. Experience in conducting research Preferred: 1. Knowledge of small business operations and issues 2. Working knowledge of adult learning techniques 3. Experience in working with grant and contract-funded projects 4. Experience in working within institutions of higher education For Office Use Only Approved Date: 5/22/07 Job Family: 11 Salary Band: 103 Unit: UMPSA Job #: 6685 Employee: Christine Long Position #: 00010060 5