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About the Position:
The ICAP Program Coordinator provides overall support and coordination for ICAP programming and operations, including course offerings and other events, check-in calls, and specialized advising sessions, as well as on-going program promotion. Duties include client coordination, program coordination, marketing and social media, and event planning and management.
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Responsibilities:
Client Coordination:
- Recruits and intakes new clients: manages all administrative aspects of the application process for all program applicants, placement into bi-monthly cohorts, including facilitating ICAP mentor introductions;
- Assists with the identification and recruitment of program participants. Recruitment is done through the program website, social media, in person events, and external program referrals;
- Tracks client data: collects, tracks, and prepares reports on client impact data;
- Tracks ICAP mentor activity: tracks and prepares reports regarding advising hours provided by ICAP mentors and other mentor activities; and
- Performs data entry to update client coordination activities and outcomes in a central management system, as well as an internal tracking spreadsheet.
Program Coordination:
- Assists the Director of ICAP with new and ongoing operations. This includes coordinating participant monthly calls, setting up cohorts throughout the year, and one-on-one communications as needed, etc.;
- Responsible for the project management and coordination of multiple ICAP programmatic offerings, including the ICAP Lean Startup course, administrative and communications management with a team of 15+ ICAP mentors, virtual and in-person event logistics, and on-going program promotion;
- Manages programmatic experience of ICAP clients, ensuring program communication, expectations, deadlines, and next steps are clear, understood, and continually improving;
- Supports the Director of ICAP in administering technical assistance, outreach, communication, document review, and reporting to partners and funding sources;
- Generates reports: updates client profile data, manages required document filings, and other administrative duties. Reports include monthly program activity and end of year client success stories and outcomes;
- Creates and deploys surveys: reviews and revises impact and event participant surveys to assess, manage, and improve the experience of ICAP clients;
- Develops, expands, and strengthens relationships with ICAP clients and ICAP mentors meeting regularly and assessing needs and progress;
- Provides technical assistance to ICAP clients as needed, with online platforms to upload their work;
- Superior customer service skills and relationship management skills;
- Assists ICAP mentors, as needed, in their work with ICAP clients, primarily through coordination and administrative support;
- Contributes to Virginia SBDC management meetings, departmental committees, and other institutional team efforts, as needed, by providing program updates; and
- Performs other related duties as assigned by the Director of ICAP.
Marketing and Social Media:
- Responsible for website maintenance/updates and web content;
- Creates and distributes program communication plans and content;
- Marketing material creation and updates: Using various platforms, creates and updates program materials such as graphics, flyers, social media posts, as needed;
- Social media management: Assists with ICAP marketing and social media posting;
- Responsible for entire content and process to distribute a monthly ICAP e-newsletter to the ICAP client community including content creation, content selection management process, and distribution; and
- Creates and distributes announcements and routine procedural communications, as directed, in conjunction with ICAP and related programs.
Event Planning/Management:
- Plans in-person and virtual events: Assists in the planning and execution of ICAP events, such as course offerings, monthly calls, small group sessions, and partner gatherings;
- Manages virtual and in-person event logistics, including coordinating with local partners, providing training and instruction to local counterparts, as needed, and reports on any challenges, hinderances, or issues;
- Manages event communication to stakeholders (prior to and following events);
- Attends in-person and virtual events, as needed, to assist with logistical support;
- Markets events to specific audiences, primarily via email and social media;
- Emcees events, as needed; and
- Identifies, schedules, and prepares speakers for ICAP programming.
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