Business Office Assistant and Finance Support

Description:

Reception

• Answer incoming phone calls; direct to appropriate partner or capture information for follow up
• Greet incoming clients and visitors; direct to appropriate partner
• Schedule appointments as appropriate
• Schedule StartSmart trainings including registration, handouts, and ensuring that the presentation is up-to-date
• Keep common spaces neat (reception, workroom, conference room)
• Maintain conference room schedule for partner meetings & trainings
• Seasonally decorate reception area (Flowers for Fall & Spring, Christmas decorations)

Office Administration

• Receive mail (SUU & USPS) - Sort & distribute to appropriate partner
• Maintain copiers - Refill paper & replace toner cartridges; Add partner emails for scans Maintain/reorder paper & office supplies as needed
• Arrange for equipment maintenance & service calls as needed
• Office support - tech (arrange for IT assistance, phone assistance, equipment maintenance and service calls)
• Event planning: Space reservations & setup, food & beverages, clean up
• Set up SUU requisitions and standing POs to pay bills as needed
• Receive checks & payments; submit for SUU deposit
• Create & arrange job postings with SUU HR as needed
• Track & bill partners for rent, copier, telephone and other usages
• Balance budgets monthly

Partner Support

• Schedule appointments & have clients sign in online as needed
• Keep SBDC client startup folders stocked for appointments
• Enter event & client information into database as directed
• Balance budgets monthly
• Outreach - attend meetings, community events, etc.
• Arrange events (Start Smart, TUSU trainings, meetings);
• Reserve space; order food, advertise
• Monitor & update web pages
• Post events & meetings on social media - marketing (Facebook)
• Help in mailings & distribution of brochures/fliers;
• Develop and maintain e-newsletter mailing lists (MailChimp)
• Arrange travel for BIC, SBDC & PTAC staff as needed
• Assist Business Center/SBDC Director and EDA AI Director as needed
• Arrange for SUU parking & event passes as needed
• Assist Innovation Center Manager with directing entrepreneurs to innovation center website for applications and access to/reserving resources
• Assist Innovation Center Manager with scheduling client appointments
• Help Innovation Center Manager with creating client google drive folders and being an accountability mentor for clients
• Other duties as assigned

Qualifications:

• Customer service
• Confidentiality
• Ability to work with various staff, partners, clients and agencies
• Proficient in Google Suite and Microsoft Office with knowledge of general office practices and procedures
• Ability to think strategically and work independently with strong organizational skills
• Strong interpersonal skills
• Strong written and verbal communication skills
• Experience with social media platforms