Office Administrator

Posting Details
Position Information

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Position Title	Office Administrator
About this Opportunity	Ball State University welcomes applications for the Office Administrator in the East Central Indiana Small Business Development Center (ECI-SBDC). The ECI-SBDC creates a positive and measurable impact on the formation, growth, and sustainability of Indiana’s small businesses by providing entrepreneurs expert guidance and a comprehensive network of resources. Ball State University serves as the host for the ECI-SBDC. In order to qualify for this position, applicant must live or be willing to relocate to the East Central Indiana Small Business Development Center service region which includes the counties of Blackford, Delaware, Fayette, Grant, Henry, Jay, Madison, Randolph, Rush, Union, and Wayne.
Our Statement on Inclusiveness	At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness’ as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.’ As such, this value incorporates a commitment to inclusive excellence and freedom of expression.
Salary Grade	10
Wages Begin At	16.2
FLSA	Non-Exempt
Hrs/Week	40
Pre-Employment Screening	Requires successful completion of a background check., Requires successful completion of a Drivers License check
Position Function	Manage all office functions for the regional ISBDC (Indiana Small Business Development Center) to ensure efficiency and compliance; includes data processing, and reporting as well as providing support to ECI-SBDC staff. This position is the first point of contact responsible for coordinating all aspects of client intake and assessment and works directly and creatively with the internal team, entrepreneurs, and small business owners.
Minimum Education	Associates Degree or an additional two years of related experience will be accepted in lieu of an associate’s degree.
Minimum Experience	One through three years of office administration experience.
Minimum Other	Must live or be willing to relocate to the East Central Indiana Small Business Development Center service region which includes the counties of Blackford, Delaware, Fayette, Grant, Henry, Jay, Madison, Randolph, Rush, Union, and Wayne. Ability to travel throughout the geographic area served, as needed, including minimal travel throughout Indiana. Must possess and maintain a driver’s license and be insurable under the university’s auto fleet policy. Experience in Microsoft Office Suites and use of the Internet; basic understanding of accounting and financial reporting; excellent customer service skills, excellent oral and written communications; ability to be organized with strong planning and problem-solving skills. Must have the ability to work independently and have strong planning skills while prioritizing tasks and handling confidential information.
Authorization to work in the US	Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education	Bachelor’s degree in related field.
Preferred Experience	Additional years of office administration experience; experience with accounting software and other database systems.
Preferred Other	Additional years of office administration experience; and experience with a Customer Relationship Management (CRM) database system.
Position Title(s) Supervised	None
EEO Statement	Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University	Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master’s, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:	https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:	IN Indiana
Department	ECI-Small Business Development Center:105070
Department Information
Department Email or Phone Number	[email protected]

Duties & Responsibilities

Ranking

1

Job Duty

Manage the operations and office activities for the East Central Indiana SBDC which includes; providing administrative support to the ECI-SBDC Staff in accomplishing the SBDC goals and deliverables, provide high-quality service and serve as the first point of contact and maintain communications with potential and existing clients; work concurrently with other team members to increase leads for the center, economic development and community development and direct calls and need requests from entrepreneurs, small businesses, and clients to the appropriate resource and maintain center inventory list.

Ranking

2

Job Duty

In collaboration with the Small Business Program Specialist, manage the planning of ECI-SBDC trainings and seminars which includes, coordinating with appropriate sponsors, volunteers, and topic experts; preparing a calendar of events, market the events; secure location, take registrations and payments, and coordinate technology/AV requirements; establish and monitor the budget under guidance from the Regional Director, and submit to the CRM completed workshop packets after each training event or workshop.

Ranking	3
Job Duty	Maintain all database and client information as the “super user” for the SBDC CRM while maintaining confidentiality and data integrity which includes; managing various weekly, monthly, and yearly center reports; perform monthly data audits, monitor client queue and assign new clients to Business Advisors.

Ranking

4

Job Duty

Coordinate marketing activities which includes managing and maintaining the Constant Contact database, maintain the center client referral list, collaborate with the Small Business Program Specialist to create appropriate event and seminar marketing materials, assist the Public Relations team by providing relevant content for newsletters and social media posts to increase awareness of SBDC services and programs and communicate with the Lead Center on any website updates and success story submissions.

Ranking

5

Job Duty

Maintain a positive working relationship with the Lead Center located in Indianapolis and peer regional centers located throughout Indiana. Participate in monthly virtual peer group meetings with the Lead Center; attend All-Network meetings bi-annually in Indianapolis; complete 20 hours of Professional Development each year and participate in community activities at the Regional Director’s discretion.

Ranking	6
Job Duty	Process financial activities for the ECI-SBDC through the BSU system which includes, processing invoices, processing the center’s travel reimbursements, track and maintain center expenditures, track program income, and track and process funder payments and order and maintain office supplies and equipment when needed.

Ranking	7
Job Duty	Work within the regional host institution, a contractual center of the Indiana SBDC, to meet organizational goals and objectives and serve students, faculty, and staff as needed and participate in occasional host outreach activities.

Ranking	8
Job Duty	Perform other related duties as assigned.

Ranking	9
Job Duty	Maintain regular and predictable attendance.

Posting Detail Information

Posting Number	202401434SF
Number of Vacancies	1
Desired Start Date	05/06/2024
Position End Date (if temporary)
Open Date	03/15/2024
Close Date	04/05/2024
Open Until Filled	No
Special Instructions Summary
Information for Applications Requiring a Cover Letter	In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University’s enduring values , including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.’