Data and Program Operation Specialist

About the Role

This position supports the day-to-day management of operations and activities for the Small Business Development Center (SBDC), a unit-specific program of the College of Business Administration. It also supports the Center for Entrepreneurship and Innovation and other campus and college outreach activities. The SBDC provides small business owners counseling and education services with federal, state, and other funding support, and represents the campus in regional economic development activities. This position is a 45-65% appointment and may be able to perform some work on a remote basis.

Key Responsibilities

• Office Management:

• Responsible for general office activities during scheduled office hours.

• Support SBDC operations, comply with campus and university policies.

• Support Workday, CRM, Zoho, Backstage, other registration systems, and Teams documentation systems and related activities, administrative support for time and effort reporting, travel arrangements, UWShop+ and other purchasing systems, invoice processing, expense reports, procurement card payments, etc.

• Update and maintain office operations manual and office record retention using existing and new file systems and transition to other systems.

• Support the hiring process for new personnel, including recruitment procedures and record maintenance.

• Assist in training new personnel on office operations and procedures.

• Support the hiring and activities of student employees and other staff, including recruitment, selection, hiring, and coordinating formal orientation sessions.

• Update materials and train students and staff on general office functions and use of SBDC information management systems.

• Assist with management of student schedules and assignments, students’ time entries, and student payroll.

• Support various WSBDC administrative center information requests and local arrangements for statewide and other meetings.

• Assist with correspondence to local agencies, UWL departments, and state offices.

• Assist in responding to public inquiries using various sources of information.

• Market and promote outreach programs by various means.

• Participate in campus meetings and complete trainings for professional development goals.

• Support Director with office management, events, and administrative activities.

• Manage educational materials and SBDC materials for use by clients, program participants, instructors, staff, and counselors.

• Support Center access to resource repositories like Confluence and Zoho Learn.

• Recommend, update, and/or place client and resource documents on the UWL SBDC website.

• Support special projects, clients, stakeholders, campus, community, and economic outreach and other activities as directed.

• Support programs and initiatives, grants, and funding support.

• Other duties as assigned by supervisor.

• Grant Operations Management, Direct Program Support, and Financial and Budget Management:

• Manage extensive client electronic information system in compliance with federal and other grant requirements.

• Oversee and manage accurate online reporting of all case details to ensure accuracy, timeliness, and completion of records and reports; meet Wisconsin Small Business Development Center (WSBDC) report deadlines.

• Assist in development and implementation of procedures for the preparation and handling of confidential client files, mailings, mailing lists, and other tasks.

• Maintain hard copies and/or online client files to meet requirements.

• Assign and support student assistants regarding client files.

• Assist in the implementation and execution of technology and data management policies and procedures to meet grant requirements.

• Support SBDC and state network with data collection and report generation to ensure compliance with requirements and communication of data to internal and external stakeholders.

• Analyze Center data to identify trends and progress to meet metric and grant requirements.

• Assist SBDC with data management, data integrity, and actions needed to meet program requirements.

• Assist individual and group user trainings relating to client intake and activities, use of data reporting system for consulting and event/training details, and other support to create efficiencies in documenting user activities.

• Maintain file of counselor and instructor credentials.

• Assist in preparation and processing of contracts for ad hoc consultants, instructors, and program support.

• Ensure that appropriate confidentiality/conflict of interest statements are obtained from counselors, instructors, students, staff, volunteers, and others.

• Correspond with counselors and instructors regarding case and program management details, relay new policies and directives; serve as liaison between director, other staff, and counselors/instructors.

• Prepare for and participate in state and federal audits, center review visits, and ASBDC accreditation visits.

• Assist counselors, instructors, and staff to obtain client assessment of need and eligibility for services.

• Assist with client intake, coordinate appointments and other arrangements with clients and program participants.

• Engage in verbal and written communications and document activities.

• Follow up with Center and WSBDC surveys and information requests.

• Support educational training and documentation of participants, including outreach.

• Assist with outreach, registrations, management of SBDC client relationship management (CRM) tools and use of SBDC communications such as e-newsletter, website, and social media.

• Train others regarding use of CRM and communications tools and track data to identify SBDC interactions with clients, community, program participants, and stakeholders.

• Assist to update documents placed on the UWL SBDC website.

• Financial Accounts and Purchasing:

• Independently monitor SBDC grant and other accounts; control bookkeeping function; track and process encumbrances.

• Coordinate SBDC purchases of supplies and equipment; assist in development of scope of work for projects; collect bids on larger purchases.

• Reconcile and ensure that all expenses are appropriate and documented to sustain a federal or state financial audit at any time.

• Order, process, and track supplies and equipment.

• Calculate, document approvals, and initiate payment to faculty, instructors, and ad hoc counselors for their services.

• Track encumbered expenses and outstanding balances for all instructors and counselors; ensure data entered relating to such activities.

• Interact with grant accountant to provide information, review, and revise draft and final invoices and other reports to confirm details are accurate and reflect allowable, allocable expenses relating to specific grant and program activities.

• Identify, document, and process transfers to accurately reflect grant and program activities.

• Assist with developing and processing budget justifications, inter-institutional contracts/subawards, grants, program revenues, and other funding for SBDC.

• Coordinate setup and annual closing of grant accounts including managing encumbrances, quarterly and final invoices, and campus notification of account number changes; initiate and follow up to confirm transfer of appropriate expenses to close out accounts.

Requirements & Tech Stack

• Associate’s degree (equivalent in education and related experience may be considered).
• Experience working with business and financial data and budgets sufficient to assist with contracts, invoices, and budget management activities (e.g., grant administration, account and data reconciliation, accounts receivable and payable).
• Ability to pay attention to details.
• Ability to access online data and resources.
• Demonstrated familiarity with management information systems to enter data, perform system queries, and create/generate/write reports.
• Ability to adapt to change while managing multiple tasks in a confidential, proactive, and professional manner.
• Excellent written and oral communication skills.
• Ability to think and work independently, and as part of a team.
• Some standing, lifting/moving (e.g., signage, supplies, equipment, furniture).
• Ability to operate equipment (e.g., computers, AV equipment, online and video communications such as Zoom, Teams).
• Ability to work evenings, early mornings and/or weekends on rare occasions.
• Ability to travel on occasion in the region/state to attend programs/activities (expected to be minimal).

Preferred Qualifications

• Bachelor’s degree in a related field (such as business, communications, etc.).
• Knowledge in applicable technologies and appropriate campus and SBDC databases (e.g., Microsoft (Word, Excel, PowerPoint), Teams, Zoho, Backstage, Constant Contact, and Workday).
• Knowledge of client relationship management system(s), registration, and client and program participant support tools.
• Work experience in a business setting.
• Financial skills sufficient to monitor budget expenditures, calculate account transfers and balances, prepare for reviews and audits, support grant compliance and administration, and manage and report data and information.
• Experience with adult education, business outreach, student support activities, program planning, and event logistics.

Compensation

$27,600 / year