IMEC Business Office Specialist

Job Title:                      Business Office Specialist

Department:                 IMEC - Illinois Manufacturing Extension Center

Reports To:                  Director of Finance and IT IMEC

FLSA Status:                Full time/Exempt

Summary /Purpose: 

As a key support role reporting directly to the Director of Finance, the Business Office Specialist plays a vital role in bolstering the organization. This position is well-suited for an individual who thrives in a small, entrepreneurial, and mission-driven environment with a strong commitment to results and community-oriented initiatives. The ideal candidate demonstrates creativity, exercises sound judgment in diverse situations, and possesses exceptional written and verbal communication, administrative, and organizational skills. This role requires an individual who can maintain a realistic balance among multiple priorities.

Essential Responsibilities:

GENERAL ADMINISTRATIVE SUPPORT & OFFICE COORDINATION:

Mail Processing: Efficiently handle standard and electronic mail, ensuring timely processing.

File Management: Create and maintain organized standard and electronic files and records.

Data Management:

• Demonstrate comfort with data analysis for the purposes of reporting to various stakeholder groups.
• Perform data entry and maintain accurate and updated records.

Reporting and Documentation: Complete annual reporting requirements with precision.

Meeting Coordination:

• Coordinate, schedule, and secure meeting locations for leadership and the field team.
• Assist in agenda coordination for various team meetings, off-site meetings, and general team gatherings.

Travel Arrangements: Efficiently book and manage travel arrangements for leadership and the field team.

Office Supplies: Procure and maintain office and field team supplies, ensuring a well-equipped work environment.

Event Planning: Assist in event planning and logistics, including managing invitations, attendance, orders, shipments, AV equipment inventory, and meeting important deadlines.

Mass Mailings: Produce letters and envelopes for mass mailings with attention to detail.

Team Supervision: Supervise and coordinate tasks for student workers and assigned responsibilities.

Organizational Archives: Maintain and organize organizational archives, preserving institutional knowledge.

Training Support:

• Prepare books, reports, and handouts for training sessions, projects, and meetings.
• Issue training certificates upon completion of training programs.

COMMUNICATION & INTERACTION:

Client and Guest Relations: Welcome and greet clients and office guests warmly and professionally.

Phone Management:

• Answer inbound phone calls and route them appropriately.
• Correspond effectively with multiple stakeholders with varying levels of experience.
• Prepare and proofread internal and external correspondence for accuracy and clarity. 

Team Collaboration:

• Establish a rapport with remote team members and external resources.
• Contribute actively to team efforts, accomplishing related results as needed

QUALIFICATIONS:

Office Management: Proficient in office management systems and procedure.

Communication Skills: Excellent written and verbal communication skills.

Confidentiality and Adaptability:

• Proven ability to handle confidential information with discretion.
• Adaptability at various competing demands.
• Demonstrate the highest level of customer/client service and response 

REQUIRED COMPETENCIES:

Time Management:

• Proven ability to effectively multi-task, prioritize tasks, and manage time to meet deadlines.
• Experience in handling multiple responsibilities simultaneously while maintaining a high level of accuracy and efficiency.
• Demonstrated track record of successfully completing projects within established timelines.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment. 

Decision-Making:

• Strong decision-making skills with the ability to analyze situations, weigh options, and make informed and timely decisions.
• Experience in assessing risks and considering the impact of decisions on organizational goals.
• Capacity to make decisions independently and the judgment to seek guidance when appropriate.

Problem Solving:

• Exceptional problem-solving skills, including the ability to analy