Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
Department: Small Business Development Center
Salary/Rate: $2,431/month @ 1.0 FTE
The SOU Small Business Development Center (SOUSBDC) was established in 1984, and provides business advising, seminars, workshops, and specialized programs for business retention and expansion. The SOUSBDC is part of a network of 19 Small Business Development Centers throughout the State of Oregon. Responsibility for the SBDC rests with the SOU School of Business, which provides an interface between SOU and the populace it serves. The SBDC is located in Medford at the Higher Education Center.
The Office Specialist 2 (Client Services Specialist) position supports the office operations for the SOUSBDC, which in turn supports the position of Coordinator for Degree Completion Programs at SOU. Additional support functions are for the Market Research Institute (MRI), which is under the SBDC office. While performing duties independently and under general supervision, the Client Services Specialist is responsible for the oversight of business operations for the SOUSBDC, which involves the completion of varied assignments and technical functions and the use of numerous guides, instructions, regulations, manuals, and/or precedents.
Minimum Classification Qualifications:
Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
A Bachelor's degree from an accredited academic institution.
Experience with campus systems and programs such as Cognos FIS.
Some knowledge of accounting practices.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service centered attitude.
Proficiency with Microsoft Suite (i.e. Access, Word, Excel, PowerPoint), Google Mail and Docs. Proficiency with internet usage and data retrieval. Experience with CRM software.
All Listed Duties:
Serves as the first point of contact for people inquiring about the SBDC and MRI services. Responds to inquiries or requests for information regarding programs and services; explaining and clarifying rules, processes, and procedures to students, staff, faculty, and the public.
Screens and tracks counseling clients; coordinates referrals and requests for information as appropriate.
Manages the advising appointment schedule.
Provides initial assistance by assessing client needs and client orientation activities.
Refers all counseling and advising matters and assigns clients to the SBDC Business Advisors.
Assembles, types, and files correspondence, reports, memoranda.
Handles all incoming and outgoing mail.
Develops, organizes, and maintains filing systems.
Creates or revises manuals, including writing, editing, proofing, and completing final drafts; coordinating program process/document flow from inception to completion; creating/designing electronic and/or hard copy materials (e.g. web pages); making presentations to students, faculty, staff and/or the public; and coordinating academic/staff searches.
Orders supplies and equipment.
Coordinates meetings, schedules rooms, and arranges catering as required.
Handles registrations for workshops and schedules room reservations.
Assists in grant reports and general report preparation, which may include report completion, data gathering, review, analysis, and providing recommendations.
Coordinates and plans SBDC events/conferences, including facility scheduling, providing support materials, technical assistance, and contact coordination. Tasks may include, but not limited to conference planning and coordination, including arranging for dates, speakers/presentations, facilities, publications/advertising, conference materials, and registration procedures.
Coordinates and manages the SOUSBDC Monthly Update (newsletter) including writing content and coordinating the design.
Assists the Coordinator of Degree Completion Programs by being the initial point of contact for new and continuing students, responding to phone calls and e-mails regarding the program, and assisting with light office tasks as needed.
Facilitates student registration.
Arrange for office building and equipment repairs or services.
Under the direction of the SBDC Director, manage the office budget and projecting personal services, services and supplies, and program budgets.
Provide occasional front office support for the MRI.,
Technical support: Develops electronic monthly newsletters, bulk e-mails, and other online communication materials.
Develops, posts to, amends, and/or updates web pages for the SOUSBDC and MRI websites.
Creates and maintains electronic information systems for the purpose of providing up-to-date reference.
Creates and manages electronic files, surveys, and evaluations for clients.
Produces training videos and supplemental handouts for staff, as well as for the Oregon SBDC Network office.
Regular updating of the SOU SBDC's data within the OSBDCN's CRM software.,
Record processing and record keeping: Prepares requests for payment of invoices for office operating expenses.
Keeps records of funds received and disbursed.
Responsible for personnel records.
Manages all financial transactions, including the collection of fees, deposits, and credit card management.
Review account transactions and resolving problems, reconciling accounts, and tracking errors through FIS or a “shadow” accounting system; processing specialized records requiring reference to numerous guides, regulations, instructions, manuals, and/or precedents, reviewing materials for proper completion and accuracy against manual and computer-generated reports.,
Other Job Duties:
Perform other job-related duties and special projects as assigned.
Provide general support to the Director of the SBDC.
Attend training and maintain skill currency as appropriate to safely and effectively complete assignments.
Special Instructions to Applicants:
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
Must be able to successfully pass a pre-employment background check.
Under the provisions of the Fair Labor Standards Act (FLSA): -Position classification defined as “exempt” are not subject overtime -Position classifications defined as “non exempt” *are *subject to overtime
The person holding this position is considered a
Internal Number: 7945
About Southern Oregon University
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.