PT Administrative Coordinator, Small Business Center

DEFINITION: 

The principal purpose of this position is to provide senior level administrative support and coordination to the Small Business Center (SBC) for the efficient operation of the SBC. This position may perform a variety of complex and confidential administrative duties and will interact with faculty, staff, students, and the public. Assignments may be broad in nature requiring creativity and ingenuity and incumbents may be responsible for defining approaches to projects. This position will be responsible for planning, scheduling and facilitation of SBC programming, and to provide general information and assistance to the public regarding SBC offerings and procedures in accordance with college and SBC Network policies and procedures.

SUPERVISION RECEIVED AND EXERCISED

• Receives general supervision from the Director of the SBC.
• May exercise limited functional and technical supervision over lower level clerical staff.

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS -- Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Type or word process a variety of regular and confidential documents such as: general correspondences, agendas, reports, class schedules, tests, course outlines, syllabi, forms, certificates, contracts, and memos from rough draft or verbal instruction.
• Demonstrate extreme attention to detail while maintaining an efficient workflow 
• Scan, index documentation and distribute information. 
• Assist with emails and online scheduling of appointments
• Maintain records of visits, phone calls, and emails
• Compile and verify pre & post SBC seminar documentation.
• Works with Client management System (CMS)        to open, verify and close seminar courses when required and enters all seminar data into appropriate software (CMS and/or Datatel).
• Verify and review forms for completeness and conformance with established regulations and procedures; update and maintain files, collect and process appropriate information, ensure that regulatory or accrediting agencies receive appropriate forms and reports.
• Act as a receptionist; answer phone, convey telephone messages, respond to requests and inquiries from business owners, students, faculty/staff and the general public, provide routine information and give directions, and deliver quality customer service.
• Participate in the mail/email process; receive, sort and distribute incoming and outgoing correspondence.
• May participate in auditing contracts for the assigned department; audit fee rosters and attendance form.
• Participate in the maintenance of regular or confidential departmental files, records and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures; input various information into computer; download, print, sort and file materials as appropriate.
• Type or word process a variety of regular and confidential documents including general correspondence, agendas, reports, contracts, memos, emails from rough draft or verbal instruction; prepare copies of documents; distribute information
• Verify and review forms for completeness and conformance with established regulations and procedures; update and maintain files; collect and process appropriate information; ensure that regulatory or accrediting agencies receive appropriate forms and reports
• Participate in the enforcement of FERPA

Other Important Functions:

• Assist faculty, administrative staff and students with various support tasks including accessing computerized information.
• Occasionally open an SBC seminar in place of the SBC Director.
• Prepares MS Excel spreadsheets as necessary.
• Prepares seminar flyers, emails SBC promotional materials, newsletter, etc. Utilize Constant Contact for seminar and newsletter promotion and distribution.
• Reserve classrooms utilizing Ad Astra.
• Prepare travel requests and reimbursement forms; complete necessary registrations; confirm reservations.
• Prepare instructor contracts and ensure payment processing.
• Assist with the student registration process as necessary prior to each seminar.
• Record and distribute the minutes of regular staff or committee meetings as assigned.
• May participate in the department or other assigned budget planning process; compile information and data; check and tabulate statistical data; prepare requisitions; monitor expenditures for assigned areas, coordinate purchasing activities as assigned.
• Maintain, order and inventory office supplies and equipment.
• Maintain instructor documentation in accordance with SBC guidelines.
• May participate on various college committees and other institutional activities. 
• Maintain department calendar and department bulletin boards.
• Perform other related duties and responsibilities as assigned.

QUALIFICATIONS

Knowledge of:

• Principles and procedures of record keeping.
• Basic principles of business letter writing and report preparation.
• English usage, spelling, grammar and punctuation.
• Modern office procedures, methods and computer equipment
• Basic word processing methods, techniques and programs. Competent with MS Office. Be able to learn Constant Contact system.
• Excel.

Ability to:

• Pay attention to details
• Remember and adequately perform weekly/monthly scheduled tasks
• Enter, process and/or display data using Microsoft Office programs. 
• Provide good customer service by being pleasant, informative and helpful on the telephone, email/mail correspondence and during face-to-face interactions. 
• Prioritize and juggle multiple tasks.
• Interpret and apply the policies and procedures of the function to which assigned.
• Perform general secretarial and clerical activities including the maintenance of appropriate files and compiling information for reports.
• Type and word process at a speed necessary for successful job performance.
• Respond to routine inquiries and requests for information.
• Communicate clearly and concisely, both orally and in writing.
• Coordinate work assignments with others.
• Work independently in the absence of supervision.
• Establish and maintain cooperative-working relationships with those contacted in the course of work. Help other secretaries, coordinators, etc. on an as needed basis.
• Maintain effective audio-visual discrimination and perception needed for:

• Making observations
• Communicating with others
• Reading and writing
• Operating assigned equipment

• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:

• Standing or sitting for extended periods of time
• Operating assigned equipment

• Maintain mental capacity, which allows the capability of:

• Making sound decisions and using good judgement
• Exercising initiative in the completion of work
• Maintaining confidentiality as appropriate
• Answering questions
• Demonstrating intellectual capabilities

MINIMUM EDUCATION/TRAINING, EXPERIENCES, SKILLS

Education/Training:

• Associate’s Degree or Higher in a related field

Experience:

• 2 - 3+ years of experience in an administrative/clerical capacity involving public contact with responsibilities requiring tact and confidentiality.
• Demonstrates mastery of computer skills with knowledge of all Microsoft Office Programs, Web-based environments and ERP software One year of responsible administrative / clerical experience involving public contact.

Special Instructions to Applicants: 

This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying. 

Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required. 

Candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master's degree conferred by a regionally accredited college or university in the United States.  

STATEMENT OF NON-DISCRIMINATION

Cape Fear Community College, its faculty and staff, and the Board of Trustees are fully committed to the principles and practice of equal employment and educational opportunities. The College does not discriminate against applicants, students, or employees in any programs and activities provided on the basis of race, color, national origin, sex (including pregnancy and sexual orientation), gender (including gender identity and status as a transgender or transsexual individual), disability, religion, age, genetic information, veteran status or any other protected status as required by Title IX of the Educational Amendments of 1972, Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and any other applicable statutes and CFCC policies.