SBDC Administrative Specialist

Position Title: SBDC Administrative Specialist

Department/Unit: Small Business Development Center (SBDC)

Classification: Specialist II

Status (exempt/non-exempt): Non-Exempt

Grade: $20.73 - $21.14 Per Hour

Reports to: Assistant Director of SBDC

Percentage:100%

Annual/Academic year: Annual

Benefits and Insurances

• Employer premium support for Medical, Dental and Vision Insurance
• Optional employee paid insurance - life, AD&D, Short Term Disability
• Paid time off – vacation, personal hours, sick
• Paid holidays
• Oregon PERS retirement
• Tuition waivers

This Position Application closes on 07.22.25

An Application is complete when the following have been uploaded:

• A Resume
• A Cover Letter

Oregon Coast Community College (OCCC) is shaping the future of higher education in Lincoln County.

In support of our mission, all OCCC employees demonstrate commitment to: 

• Participation in cross-functional collaboration across the College. 
• Continuous improvement. 
• Understanding that student success is at the center of every staff position at the College. 
• Having an entrepreneurial mindset and propensity to “see what is possible.” 
• Exhibit collegiality and respect for everyone. 
• Being excited about and committed to advancing OCCC’s future: continued independent accreditation, growth and a great place to work. 

Location: Central County Campus – Newport, OR

Telework Status:

Regular telework is not a feature of this position. At the Supervisor's discretion, exemptions may be made for special projects or responsibilities requiring periodically needed focus time.

Position Summary

Under the direction of the Assistant Director of SBDC, the SBDC Administrative Specialist manages the day to day administration of the Small Business Development Center office, delivering front-line service to clients, support to staff and advisors, recordkeeping, and reporting.

Duties and Responsibilities

Client Services

• Assesses initial client service needs; identifies and recruits new clients for advising, training and Small Business Managment programs, based on initial assessment. 
• Research basic information such as state regulations and licensing requirements and provides/distributes information to clients.  
• Recommends workshops and/or client advising services, based on client’s needs and goals. 
• Organizes and coordinates seminars and workshops offered by the SBDC and SBM programs, including event schedules, locations, equipment rentals and set-up, and catering services. 
• Schedules accommodations for speakers, as needed.  
• Works closely with the College’s Business Office to arrange speakers’ fees in accordance with the College's and the SBDC's policies and procedures.  
• Conducts phone follow-up surveys with workshop participants and collects, tallies and tracks results of printed surveys completed immediately after workshops and events.

Office Operations

• Assists with all aspects of office operations and communications for the College’s Small Business Development Center (SBDC) and SBM Program, including outreach to community partners throughout Lincoln County to maintain partnerships.  
• Receives and screens incoming telephone calls and directs to appropriate staff members.  
• Schedules appointments for SBDC Staff. 
• Updates mailing lists.
• Responds to inquiries made in-person and by phone regarding SBDC services and resources. 
• Orders office supplies and equipment and maintains supply inventory

Administrative Support

• Coordinates with SBDC leadership and OCCC Marketing team to create and distribute press releases and marketing materials and works with outside organizations to promote events.  
• Assists SBDC leadership with the preparation and proofreading of program newsletter.
• Maintains and manages required database programs to comply with record-keeping and reporting requirements.  
• Prepares quarterly reports of Small Business Management Program training and other reports for Oregon Small Business Development (OSBDC) network office, e.g. within “Center IC”.  
• Works with SBDC leadership to provide clerical support and arrange class location/dates.  
• Maintains SBM participant records and files, using various electronic systems to maintain SBM information, and tracks student registration and progress.
• Works with SBDC leadership to prepare SBDC course offerings.  
• Submits course information to College staff responsible for preparing the schedule of classes for each term.  
• Enters course data into Center IC data system
• Inputs student registration information in data management system. 
• Review and update standard operating procedures and workflows to improve program efficiency and consistency.
• Serves as secretary for SBDC Advisory Committee Meetings.

Miscellaneous

• Participates in training, in-services and professional development 
• Supports student success through participation in college committee work, Welcome Week, OCCC Cares, Commencement and/or related activities.
• Performs other duties, as assigned, that support the College’s mission.

The list of essential functions is intended to be representative of the tasks performed by this position. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Supervisory Responsibility

This position does not have any supervisory responsibility but may lead the work of Student, Volunteer, and/or Temporary Staff assigned to the area.

Leading Work includes:

• Train and orient new hires in position tasks.
• Provide instructions on work tasks.
• Offer guidance, encouragement, and answer questions to ensure work tasks are completed efficiently.

Qualifications

Minimum Qualifications

• High School Diploma or GED 
• Experience in business operations, like data entry, customer service, marketing, managing resources, improving processes, and ensuring proficient workflows
• Experience planning or organizing events

Preferred Qualifications

• Associate's degree in business administration or related field.
• Experience working for a small business. 
• Bilingual – Spanish

Knowledge, Skills, and Abilities Qualifications

• Ability to multi-task and prioritize effectively while maintaining accuracy and attention to detail.
• Ability to establish interpersonal rapport and relate to customers from a wide range of backgrounds and cultures.
• Knowledge of contemporary office practices, procedures, and techniques.
• Ability to rapidly learn and apply new information and concepts within the functional areas.
• Excellent organizational skills and attention to detail.
• Perform keyboarding functions with speed and accuracy.
• Utilize computer technology to access data, maintain records, generate reports, and communicate with others.
• Initiative, flexibility, and the ability to work effectively both with and without supervision, in the areas of creative problem-solving, conflict resolution and appropriate decision-making.
• Ability to work effectively independently and as a team member.

Working Environment & Physical Requirements

While performing the duties of this job, the employee is: 

• Frequently required to sit, see and talk or hear. 
• Often required to have mobility to move between offices, classrooms, and floors.
• Use hands to finger, handle or operate computers, objects, tools or controls.
• Reach with hands and arms. 
• Light physical exertion with occasional, bending, stooping, pulling, and moderate lifting.
• Occasionally lift and/or move up to 25 pounds and have the ability to carry equipment and tools of moderate weight, using arms and hands. 
• Specific vision and hearing abilities required by this job include close vision and the ability to adjust focus, and complete and maintain various types of records. 
• Ability to hear the conversational voice and effectively communicate responses. 

Work occurs in an office environment with potential for interruptions and background noise.

Assignment will include presence at all primary OCCC locations and may include evening and weekend work. Travel between College sites and other locations will be required. Occasional travel and overnight stays outside of Lincoln County may be required for training and other purposes.

The use of tobacco and smoke-emitting materials and devices including electronic cigarettes, is prohibited on all of the college’s campuses, including OCCC’s building exteriors and parking lots.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We strive to recruit, develop, and retain the most talented people from a diverse candidate pool, and we encourage applications from persons with varied backgrounds and perspectives. 

In support of Oregon Veterans Preference in Public Employment, we encourage veterans and veterans with disabilities to explore employment opportunities at Oregon Coast Community College.

All positions at Oregon Coast Community College are required to be available for work onsite as requested by the college. 

Employees must maintain Oregon residency as a condition of employment.

Federal law prohibits the College from employing an individual who has not provided documentation for verification by the third day of employment.

Contact Human Resources if you need assistance and/or an accommodation to aid your participation in our hiring process, contact Human Resources at 541-867-8515.

• Notice of Affirmative Action Policy- It is the policy of Oregon Coast Community College not to discriminate on the basis of race, color, sex, sexual orientation, gender identity,  marital status, religion, national origin, age, disability, veteran status, or family relationship (ORS 659.340), in admission and access to, or treatment in, employment, educational programs, or activity as required by Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, Americans with Disabilities Act, the Civil Rights Act of 1991, and their implementing regulations.