Program Coordinator, Center; Internal

Department

Division of Community Engagement

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:

• Grant Reporting Coordinator (approximately 50% of time) – ensures accurate fiscal documentation, budget tracking, and timely reporting to GO Virginia across all four regions.
• Program Coordinator (approximately 50% of time) – provides comprehensive administrative, programmatic, and marketing support to the SBOC Executive Director and requires travel to all four GO Virginia regions.

• 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).

• 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.

• 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.

• 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.

• 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.

Performs other relevant duties as assigned.

• Bachelor’s degree in Business Management,…