Operations & Administrative Coordinator (Administrative Program Support 3) -

JOB SUMMARY

The Connecticut Small Business Development Center (CTSBDC) is seeking a full-time Operations & Administrative Coordinator (Administrative Program Support 3). The incumbent will report to the CTSBDC State Director and will coordinate operational and administrative functions for the CTSBDC. The position will also support the administration of CTSBDC training and learning initiatives and the delivery of advising and other services provided to Connecticut small businesses. 

The incumbent will be assigned to the CTSBDC Lead Office in East Hartford. In-state and out-of-state travel, as well as flexible hours, will be required. 

DUTIES AND RESPONSIBILITIES

Include but are not limited to:

• Coordinating the day-to-day administrative and business operations functions for CTSBDC such as managing administrative and personnel paperwork; processing financial and procurement transactions and updating/maintaining vendor information; preparing and recording communications; calendaring; maintaining records, etc. 
• Planning and implementing initiatives and procedures to continuously improve operational efficiencies; conducting evaluation and analysis to monitor and measure the impact of implementation.
• Preparing progress and summary reports, and assuring relevant data required and utilized by program funders is collected and maintained.
• Contributing to and supporting event planning and logistics including but not limited to identifying and securing a location, arranging catering, coordinating with host, sponsors, and participating organizations, providing on-site services and support during the event, coordinating with the communications and marketing function to assure adequate promotion of events, supporting post-event publicity, coordinating with Database Administrator to assure complete and timely capture of data required by funders.
• Tracking, monitoring, and publishing, for internal and external consumption, calendars and summaries of events organized by CTSBDC or by other organizations with CTSBDC participation.
• Working closely with business advisors, the Associate State Director, and others to coordinate tasks related to training and learning activities and compliance with CTSBDC presentation standards, including but not limited to, listing events in the CRM system (Neoserra), sending notices, receiving feedback and sending surveys.
• Supporting and assisting with travel arrangements and logistics for CTSBDC staff; reviewing expense reports and processing travel reimbursements; assuring compliance with university policy.
• Explaining, assisting, and assuring completion of staff responsibilities such as timesheet completion, calendar upkeep, calendar sharing, access to SharePoint, and participation in program or partner events. Assisting staff with operational issues such as requests for IT assistance, access to necessary software, etc.
• Organizing and maintaining SharePoint, Teams, and OneDrive file systems. Researching and making recommendations for new methods of knowledge and file sharing as directed by management, implementing and training staff on new knowledge and file sharing as appropriate.
• Updating and maintaining policy & procedure manual.
• Maintaining and updating inventory control information.
• Developing new employee onboarding process and coordinating onboarding of new staff members; determining equipment, office supply, and software license needs and arranging ordering or making provisions to meet these needs; ensuring that new employees receive access to SharePoint and other shared files and networks; explaining time reporting and other personnel processes.
• Maintaining the program’s cellular phone service account and assuring compliance with UConn rules governing telecom services.
• Maintaining a centralized information source on software and other vendor licenses and fees to assure prompt payment and continuity of service. Keeping track of individuals authorized to utilize specific licenses and memberships.
• Supporting management efforts and works to ensure CTSBDC Accreditation by its professional association.
• At the discretion, request, or direction of management, participating in the national America’s SBDC and the New England SBDCs’ annual professional development conferences, and other professional development opportunities.
• Participating fully in program-related communication methods and according to internal policies as determined by internal management.
• Maintaining personal travel, expense, and other records, and assuring prompt submission of necessary expense forms to internal management.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in business administration, business management, accounting, marketing, communications, or related field.
• Three to four years of related experience.
• Ability to collaborate with individuals from diverse backgrounds, cultures, and economic situations.
• Demonstrated experience planning, conducting, and implementing customer-facing events and projects.
• Demonstrated ability to make improvements to operations and other business functions.
• Demonstrated experience working independently and accurately, taking initiative, exercising sound judgment when making decisions and meeting deadlines.
• Proven experience contributing to the success of a team and working well with team members; experience achieving goals/metrics.
• Demonstrated proficiency with digital communications, online meeting tools, online learning methods, and online research resources.
• Demonstrated excellent written, verbal, and interpersonal communication skills.
• Dependable transportation and willingness and ability to work flexible hours and travel in-state and out-of-state.

PREFERRED QUALIFICATIONS

• Demonstrated experience working in an organization that provides training, learning, and/or networking events.
• Experience working with web-based client data tracking systems and inventory management systems.
• Experience with purchasing and requisitioning.
• Experience with editing, formatting, brand compliance, and visual presentation.

APPOINTMENT TERMS

This is a full-time, end-date, annually renewable position. The salary range for this position is $62,500-$65,500 depending on education, qualifications and experience. The University offers outstanding benefits, including employee and dependent tuition waivers at UConn, and a highly desirable work environment. For additional information regarding benefits visit: https://hr.uconn.edu/employee-benefits-overview/.

Other rights, terms, and conditions of employment are contained in the collective bargaining agreement between the University of Connecticut and the University of Connecticut Professional Employees Association (UCPEA).

TERMS AND CONDITIONS OF EMPLOYMENT

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.

TO APPLY

Please apply online at https://jobs.hr.uconn.edu/en-us/job/498568/operations-administrative-coordinator-administrative-program-support-3  to upload a resume, cover letter, and contact information for three (3) professional references.

This job posting is scheduled to be removed at 11:55 p.m. Eastern time on August 27, 2024. 

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.

All members of the University of Connecticut are expected to exhibit appreciation of, and contribute to, an inclusive, respectful, and diverse environment for the University community.

The University of Connecticut aspires to create a community built on collaboration and belonging and has actively sought to create an inclusive culture within the workforce. The success of the University is dependent on the willingness of our diverse employee and student populations to share their rich perspectives and backgrounds in a respectful manner. This makes it essential for each member of our community to feel secure and welcomed and to thoroughly understand and believe that their ideas are respected by all. We strongly respect each individual employee’s unique experiences and perspectives and encourage all members of the community to do the same. All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The University of Connecticut is an AA/EEO Employer.