SMALL BUSINESS DEVELOPMENT CENTER ADMINISTRATIVE OFFICE SPECIALIST(Grant Funded)

Brazosport-College; Lake Jackson (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Brazosport-College's Small Business Development Center seeks an Administrative Office Specialist to coordinate day-to-day program operations and grant-supported services. You will handle inquiries, intake, scheduling, records, and reports, while supporting marketing and outreach.

The role requires strong administrative experience, data stewardship, and the ability to streamline processes. A bilingual English/Spanish capability and familiarity with grant-funded environments are desirable.

Qualifications

• Requires a high school diploma or equivalent; college degree preferred in business, communications, marketing, public administration, office administration, or related field.
• Two years of progressive experience in administrative operations, project coordination, customer service, marketing, event coordination, or program support preferred.
• Bilingual English and Spanish preferred; experience in grant-funded or higher-education settings desirable.

Responsibilities

• Answer phones, emails, and walk-in inquiries; explain SBDC services and schedule intake/advising appointments.
• Maintain confidential client, prospect, training, and outreach records in CRM and other systems; ensure data quality.
• Coordinate small business training seminars, webinars, events, and related communications; manage room tech, registrations, and reports.
• Oversee day-to-day program operations, calendars, SOPs, deadlines, and workflow improvements.
• Coordinate marketing and communications activities, including newsletters, website updates, social media, and materials; ensure brand consistency.

Skills

Administrative operations

Project coordination

Customer service

Marketing

Event coordination

Program support

Confidentiality

Professional communication

Education

High school diploma or equivalent

Associate's degree desirable

Bachelor's degree preferred

Tools

CRM/Database systems

Reporting tools

Video conferencing

Design platforms

AI-enabled productivity tools

Job description

Job Classification: Administrative Office Specialist - Program Operations (Grant Funded)Grade: H6Department/Division: Small Business Development CenterReports to: Director, Small Business Development CenterSchedule: 7:30 a.m. to 5:00 p.m. (M-Th); 8:00 a.m. to noon (Fri.)Brief description of the job: Coordinates the day-to-day administrative and operational functions of the Small Business Development Center to support efficient delivery of advising, training, outreach, marketing, grant-funded services, and special initiatives. This position is 100% Grant funded.ESSENTIAL DUTIESResponds to phone calls, emails, electronic requests, and walk-in inquiries; explain SBDC services; complete initial client intake; schedule advising appointments; and route requests appropriately.Maintains accurate and confidential client, prospect, training, and outreach records in the SBDC client relationship management system, shared files, and external contact databases; monitor data quality and correct discrepancies.Coordinates small business training seminars, webinars, and events, including trainer communication, room and technology arrangements, registration, participant communications, materials, setup, attendance records, evaluations, and grant-compliant training reports.Coordinates day-to-day program operations; maintain calendars, deadlines, workflows, standard operating procedures, and office documentation; identify operational issues and recommend practical process improvements.Coordinates marketing and communications activities, includingnewsletters, website updates, social media, digital campaigns, presentations, flyers, event promotions, and client-facing materials while maintaining brand standards and proofreading for accuracy.Prepares recurring and ad hoc program reports; support grant reporting and compliance documentation; review operational data for completeness; track performance measures and deliverables; and assist with proposals, manuals, and other written materials.Supports purchasing and budget administration by preparing requisitions, tracking expenditures, maintaining inventory and property records, reconciling documentation, and preparing travel, printing, and supply requests in accordance with college procedures.Coordinate special projects and technology-based improvements; research best practices; assist with implementation of productivity, CRM, marketing, automation, and artificial-intelligence tools; and document processes for continued use.Represent the SBDC professionally with clients, college departments, regional host staff, community partners, vendors, and public entities; assist with outreach initiatives; and oversee assigned work of student employees or interns as directed.Job QualificationsHigh school diploma or equivalent required; associate's degree from a regionally accredited college desirable; bachelor's degree preferred in business, communications, marketing, public administration, office administration, or a related field. An equivalent combination of education and directly related experience may be considered.Two years of progressively responsible experience in administrative operations, project coordination, customer service, marketing, event coordination, program support, or a related area preferred.No specific license required. Bilingual proficiency in English and Spanish preferred. Experience in a grant-funded, higher-education, economic-development, or client-service environment is desirable.Public and customer relations, including professional service to entrepreneurs and community partners.Administrative and program-operations practices, including workflow coordination, records management, scheduling, and documentation.Basic budgeting, purchasing, bookkeeping, inventory, and expenditure tracking.Grant-funded program documentation, data quality, deadlines, performance measures, and compliance support.Digital communications, social media, email marketing, website updates, brand consistency, and proofreading.Office technology, CRM/database systems, reporting tools, video conferencing, design platforms, and responsible use of AI-enabled productivity tools.Organization, time management, project coordination, process improvement, confidentiality, and professional communication.