Administrative Assistant/Office Manager
The Central Virginia Small Business Development Center (CV SBDC), located in the UVA Research Park, is now accepting applications for an Administrative Assistant/Office Manager. The Position Description is below. This is a Part-Time position; however, for the right candidate, Full-Time will be considered.
The CVSBDC offers free counseling services, assists with feasibility studies and business planning, sponsors seminars and training events, and provides information and other services to the small and medium-sized business community.
Virginia’s Small Business Development Center Network consists of 29 centers representing the most extensive business development program in the state. The Virginia SBDC network is fully accredited by the U.S. Congress-sanctioned national organization, America’s SBDC.
Central Virginia Small Business Development Center Administrative Assistant Position Description:
Objective of the Position: To support the Central Virginia Small Business Development Center’s mission by providing office management and administrative assistance to the Director and Business Advisors.
The Administrative Assistant will:
- Interact effectively and professionally with a diverse group of people
- Possess excellent oral and written communication skills
- Demonstrate a strong emphasis on customer service
- Be able to work independently within a team environment
- Respect and maintain confidentiality in all interactions
- Greet callers and visitors, handling their inquiries and/or direct them to the appropriate persons according to their needs
- Field questions about SBDC services, area resources, and small business concerns and direct the callers to appropriate resources
- Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail
- Compile, copy, sort, and file records of office activities, business transactions, and other activities
- Prepare meeting agendas, attend meetings, and record and transcribe minutes.
- Use computers for various applications, such as database management, word processing, website events/calendars, social media postings, reports and other documents
- Enter information and manage data documentation in the customer relations management database
- Set up and manage paper and electronic filing systems, recording information, updating paperwork, or otherwise maintaining documents such as counseling session notes, training materials, event attendance, correspondence, or other materials
- Maintain scheduling and event calendars, schedule client appointments and other meetings, and making appropriate arrangements for each
- Manage regular and electronic mail systems and coordinate the flow of information, internally and with other organizations
- Provide orientation training, leadership, supervision, and encouragement to student interns
- Operate office equipment, such as fax machines, copiers, or phone systems, troubleshoot problems and arrange for repairs when equipment malfunctions
- Complete special projects as assigned
- Assist with maintaining updates to the SBDC webpage and contribute to social media postings
- Assist the Events Coordinator, as needed, to coordinate and distribute e-newsletters, promotional materials, or other information
- Assist the Events Coordinator in the planning and implementation of training and other events, including preparing event materials (i.e., curriculum materials, flyers, programs, rosters, name tags), managing registrations, and preparing reports
- Clerical -- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
- Customer and Personal Service —Customer and personal services skills. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Speaking -- Talking to others to convey information effectively.
- Time Management — Managing one's own time and the time of others.
- Organization – the ability to determine what resources and activities will be needed for a variety of assignments, how to arrange and prioritize work activities, whom to contact for specific information, how to coordinate resources, and the ability to perform work in a manner to meet deadlines.
- Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
- Service Orientation — Actively looking for ways to help people.
- Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
- Oral Expression — The ability to communicate information and ideas in speaking
so others will understand.
- Written Expression — The ability to communicate information and ideas in writing so others will understand.
Characteristics and Attributes
Attention to Detail