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Department: Division of Community Engagement

Duties & Responsibilities:

This position serves two primary functions for the Small Business Opportunity Center (SBOC), an academic research-based accelerator housed within the VCU Division of Community Engagement: (1) Grant Reporting Coordinator (approximately 50% of time) and (2) Program Coordinator (approximately 50% of time). The Grant Reporting Coordinator function ensures accurate fiscal documentation, budget tracking, and timely reporting to GO Virginia across all four regions. The Program Coordinator function provides comprehensive administrative, programmatic, and marketing support to the SBOC Executive Director. Travel to all four GO Virginia regions is required.

Typical Responsibilities:

Executive Support:

• Manage the Executive Director’s calendar, scheduling meetings and coordinating appointments
• Assist with responding to and organizing emails and electronic files
• Provide administrative support including filing, document organization, and preparation of forms
• Assist with submission of documents for travel, procurement of equipment, supplies, and technology
• Write letters and communicate with outside parties on behalf of the Executive Director as requested
• Assist with collecting and organizing data for research and development of standard operating procedures (SOPs)

Event Planning & Coordination:

• Schedule and assist with implementing monthly training events for the SBOC in each region
• Coordinate with regional partners to organize and promote entrepreneurship conferences and networking events
• Prepare event venues and training materials; send reminder communications to enrolled participants
• Attend ESO training and events as an SBOC program representative
• Travel to each region on a monthly basis for program implementation
• Communicate with regional coordinators regarding program implementation, enrollment, and metrics collection

Fiscal & Grant Administration: 

• Provides fiscal administrative support by preparing and processing procurement transactions, travel, and expense reimbursements.
• Develop and complete a monthly expense report during the final week of each month
• Ensure all monthly reports are completed and reconciled before the start of the following month
• Maintain running totals of expenditures by budget category
• Compile quarterly reports for GO Virginia submission, consolidating data from Regions 4, 5, 6, and 7
• Coordinate with Regional ESO Leads to collect required metrics and outcomes data
• Track and report program metrics including: entrepreneurs served, resource referrals, business formations and expansions, and jobs created
• Gather all receipts and documentation from every transaction implemented with GO Virginia funds or matching funds
• Create and maintain an electronic filing system organized by month for all financial documentation
• Develop comprehensive spreadsheets of invoices and financial documentation from regional partners and vendors for each reporting period
• Track budget expenditures against approved budget categories
• Conduct regular financial reviews to ensure state compliance
• Contact any and all parties necessary to obtain receipts, paid invoices, and financial documentation
• Meet all monthly and quarterly reporting deadlines; final reports due at least 2 days before the end of each period

Newsletter and Marketing Communications:

• Develop and distribute the monthly SBOC newsletter summarizing program activities and accomplishments
• Compile key events from partners across all four regions for inclusion in the newsletter
• Maintain and update the SBOC event calendar with regional and statewide events
• Send marketing communications regarding SBOC activities and programming via social media and mass email
• Coordinate printing, distribution, and posting of promotional materials
• Assist with filming and photographing events for use on websites, social media, and marketing materials

Data Management and Compliance: 

• Use Qualtrics, Excel, and Zoho Analytics to track program data and outcomes
• Maintain the internal Participant Referral Tracker
• Ensure consistency and accountability across all regional reporting

Other Duties: Performs other relevant duties as assigned.

Minimum Qualifications:

• Bachelor’s degree in Business Management, Entrepreneurship, or Marketing or related; or a combination of education and experience.
• Strong organizational skills with attention to detail for financial documentation and reporting
• Proficiency in MS Office (Word, Excel, PowerPoint) and Google Suite
• Familiarity with Zoho business productivity and analytics software
• Minimum of 1 year of prior experience providing support to a public-facing entrepreneurship or small business support center
• Experience coordinating large-scale public events with multiple stakeholders and community partners
• Excellent written and verbal communication skills
• Familiarity with social media marketing and email marketing platforms
• Ability to manage multiple priorities and meet deadlines
• Self-starter willing to take initiative; fast learner
• Professional demeanor and ability to work well with the public and external partners
• Positive attitude, effective soft skills, and professional demeanor 
• Willingness and ability to travel regularly across four regions of Virginia
• Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU

Preferred Qualifications:

• Experience with grant reporting, fiscal management, and/or data collection and reporting
• Prior experience providing administrative support and event management for public-facing entrepreneurship and small business support programs 
• Familiarity with entrepreneurship ecosystems or small business support services
• Previous experience in coordinating travel.
• Knowledge of the VCU’s strategic plan, mission, vision, values, and administrative practices
• Familiarity with VCU systems such as Banner, Navigate, RealTime, etc.

The Office of the Provost is committed to the growth and professional development of the Division of Community Engagement team and will provide opportunities to foster a culture of learning and career development.

This position is open to internal applicants only.

Salary Range: Up to $50,000

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Non-Exempt

Hours per Week: 40

Restricted Position: Yes; appointment scheduled to commence on or around May 14, 2028

ORP Eligible: No

Flexible Work Arrangement: Requires recurring on-site presence; however, during times when university buildings are closed, or as specified by supervisor, the Program Coordinator will be afforded remote work opportunities.

University Job Title: Administrative Coordinator GA 1 (19031)