ICAP Program Coordinator

3 weeks ago

Reston, Virginia, United States Commonwealth of Virginia Full time

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 counseling sessions, as well as on-going program promotion. Duties include client coordination, program coordination, marketing and social media, and event planning and management.

Responsibilities:

  • 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: tracks and reports on impact by ICAP clients;
  • Tracks ICAP Mentor hours: tracks and reports follow-on counseling hours by ICAP Mentors and other reporting; and
  • Performs data entry to update client coordination activities and outcomes in the central management system, as well as an internal tracking spreadsheet.

Program Coordination:

  • Assists Director with new and ongoing operations, including coordinating monthly calls of participants, setting up cohorts throughout the year, and one-on-one communication as needed, etc.;
  • Responsible for the project management and coordination for all ICAP programming and operations, including course offerings, administrative and communications management of a team of 15+ ICAP Mentors, event logistics, and on-going program promotion;
  • Supports the Director in administering technical assistance, outreach, communications, document review, and reporting to partners and funding sources;
  • Generates reports; updates client profiles to track attendance, required document filings, and ongoing work. 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, and assesses results of ICAP teams' experience;
  • Tracks program operations and ensures deadlines are met: engages with ICAP companies to track their status in the program, ensures they are meeting deadlines, and compiling action items assigned by their ICAP Mentor;
  • Develops, expands, and strengthens relationships with ICAP teams and ICAP Mentors. Meets regularly and assesses needs and progress;
  • Provides technical assistance to ICAP clients, as needed, with online platforms to upload their work;
  • Assists ICAP Mentors, as needed, in their work with ICAP teams, primarily through coordination and administrative support;
  • Contributes to VA SBDC management meetings, departmental committees, and other institutional team efforts, as needed, by providing program updates on events and outcomes; and
  • Performs other related duties as assigned by the Director.

Marketing and Social Media:

  • Responsible for website maintenance/updates and web content;
  • Social media management: assists with ICAP marketing and social media posting;
  • Marketing material creation and updating: using various platforms, creates and updates program materials, such as graphics, flyers, social media posts, as needed;
  • Responsible for entire content and process of newsletter creation and management; creates ICAP digital marketing e-newsletter for ICAP community monthly e-news; and specialized partner quarterly for potential referral organizations, as needed; and
  • Creates and sends out announcements and routine procedural communications, as directed, in conjunction with ICAP and related programs.

Event Planning/Management:

  • Planning in-person and virtual events: assists in the planning and execution of ICAP events, such as course offerings, monthly calls, reunions, small group sessions, and partner gatherings. Sends communications, assists with event logistics, and tracks attendance for both in-person and virtual programming;
  • Attends in-person and virtual sessions, as needed, to assist with logistical support;
  • Markets events to specific audiences, primarily via email and social media;
  • Hosts and emcees events;
  • Responsible for event communications, including coordinating how to communicate to a broader audience;
  • Identifies, schedules, and prepares speakers for ICAP programming; and
  • Assists with remote logistics for ICAP courses and events including coordinating with local partners, providing training and instruction to local counterparts, as needed, and reporting any problems or issues to ICAP managers in a timely fashion.

Required Qualifications:

  • Bachelor's degree in related field, or equivalent combination of education and experience;
  • Professional work experience where responsible for organizing and coordinating events and/or programs;
  • Knowledge of program coordination;
  • Knowledge of partner development and management;
  • Knowledge of social media marketing practices and platforms, specifically LinkedIn;
  • Understanding of Microsoft software platforms;
  • A/V knowledge and skills;
  • Superior customer service skills; relationship management skills;
  • Skill in event planning;
  • Excellent organizational skills;
  • Strong interpersonal skills and ability to interact effectively with a diverse management team;
  • Ability to strictly adhere to policies and procedures;
  • Ability to effectively organize and demonstrate appropriate time management; and
  • Demonstrated strong attention to detail.

Preferred Qualifications:

  • Considerable professional work experience where responsible for organizing and coordinating events and/or programs (generally four or more years).

Instructions to Applicants:

For full consideration, applicants must apply for the Program Coordinator ICAP at Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

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