Administrative Officer Center Services Manager Maui pos96881

Administrative Officer (Center Services Manager Maui) (UPDATED 1/04/24

Position Number: 96881

Hiring Unit: Small Business Development Center (SBDC)

Location: UH Hilo (SBDC Maui Office)

Date Posted: March 2 2023

Closing Date: Continuous first review on or about March 20 2023

Band: A

Salary :salary schedules and placement information

Full Time/Part Time: Fulltime

Temporary/Permanent: Temporary

Other Conditions: Appointment to begin approximately February 2024 pending position clearance and availability of funds. Temporary position renewal contingent upon satisfactory work performance availability of funds and program needs. Position is located at the SBDC Maui Office located in Kihei.

Duties and Responsibilities

Center Administration 35

1. Manages the daily office administration to support the programs activities and operations within HISBDC and RCUH guidelines; tailored to the interests and needs of its business advisors interns associates customers clients and volunteers.

2. Manages client intake services for the Hawaii SBDC Network Center Staff which may include reviewing Small Business Administration (SBA) forms Assist clients with workshop registration and screening client calls or inquiries.

3. Liaison with six other HISBDC offices to ensure consistency in daily operational practices administration information technology and computer network and reporting systems.

4. Manages planning logistics travel arrangements and other required coordination for various internal meetings and external networking events.

5. Process RCUH requests or transactions on the Financial Portal Maintain records for office equipment supplies and facility maintenance at the center.

6. Performs cost analysis for purchase requisitions coordinates the RCUH/Hawaii SBDC bid process for the acquisition of purchases of goods and services over $5000.00 and completes purchase requisitions and payment authorizations.

7. Organize and maintain center files business records annual forms and financial reports

8. Serves as petty cash custodian. Maximum $300.

Customer and Client Service HISBDC Network SBA Resource Partners and Community Relations 35

1. Provide customer and client service by phone facetoface written correspondence email and text as appropriate.

2. Diplomatically address and coordinate requests to interact with center director and business advisors.

3. Maintain accurate and uptodate customer and client database in SBDC client management and contact management system Center IC.

4. Audit client records to ensure that system errors are correct and aligned in all information systems.

5. Organize and manage business community outreach events with SBA SBA resource partners government agencies and other small business referral sources or stakeholders.

6. Compose edit graphically design and distribute timely event announcements and center newsletters using relevant communication technology HISBDC branding standards and consistency within the HISBDC network policies and procedures.

Client Research and Analysis 20

1. Serve as a reference point for all incoming inquiries online in person or by phone. Provide sound analysis and correctly direct clients accordingly.

2. Provide business advisors with preliminary client analysis services such as business plan review financial analysis and projections feasibility studies market studies loan and grant application packages and frequently asked questions.

Administration: 5

1. Performs administrative duties in conformance with various governmental laws directives regulations and policies including meeting Hawaii SBDC Network reporting requirements.

2. Drives to conduct public relations and outreach activities and to attend required professional staff meetings.

Other duties as assigned 5

Minimum Qualifications

1. Possession of a baccalaureate degree in business or related field and two 2 year(s) of progressively responsible professional experience with responsibilities for office or business administration; or equivalent education/training or experience

2. Basic knowledge of principles practices and techniques in starting and operating a successful small business in Hawaii as demonstrated by understanding and ability to apply concepts terminology.

3. Basic knowledge and understanding of principles theories federal and state laws rules regulations and systems associated with starting and operating a successful small business in Hawaii.

4. Demonstrated ability to recognize problems identify possible causes and resolve the full range problems that may commonly occur in the areas of office equipment and administration.

5. Demonstrated ability to understand written documentation write reports and procedures and communicate effectively in a variety of situations.

6. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team members and individuals.

7. Demonstrated ability to operate a personal computer and apply commonly used software.

8. Any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated

9. Strong organization skills with attention to detail.

10. Ability to handle multiple tasks with frequent interruptions.

11. Proficient in computer software programs for word processing spreadsheets presentations software applications for business and communication data files and researching information. Software applications include and are not limited to: Microsoft Office Suite Adobe Canva Google Drop Box Zoom Center IC and Constant Contact.

12. Effective command of oral and written English language to communicate with internal and external contacts.

Desirable Qualifications

1. Three years of experience in office or business administration in a business or service environment.

2. Strong oral written and visual presentation skills for inperson and online events.

3. Experience working effectively with a multiethnic multicultural population

4. Marketing and project management experience.

5. Working knowledge of Center Dynamics client management system Center IC

6. Working knowledge of the Constant Contact email marketing and list management platform

7. Knowledge of business conditions and culture in Hawaii

To Apply: To Apply: Click on the Apply button on the top right corner of the screen to complete an application and attach required documents. A complete application must include: 1 cover letter explaining how each minimum and desirable qualification is met; 2 resume; 3 the names and addresses email addresses and telephone numbers of three 3 current professional references; 4 transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however original official transcripts will be required prior to employment). Please do not include any selfidentifying photos they will be redacted. PLEASE REDACT REFERENCES TO SOCIAL SECURITY NUMBERS AND BIRTH DATE ON TRANSCRIPT COPIES. All requested documents/information must be postmarked by the closing date and become the property of the University. All minimum qualifications must be met by the closing date. Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete.

Note: If you have not applied for a position before using NeoGov you will need to create an account.

Inquiries: Teryn Macayan

The University of Hawaii is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment including on the basis of veteran and disability status. For more information visit: is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act annual campus crime statistics for the University of Hawaii may be viewed at: or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement bargaining unit members receive priority consideration for APT job vacancies. As a result external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with reemployment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawaii complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a casebycase basis. For further information please refer to the following link: