Job Title Project Coordinator Posting Number 201000551 Posting
Type Temporary Contract End Date Salary Range Hiring Range
$19.47-$21.15 per hour Full Time or Part Time Full Time If Part
Time, List Work Hours
Job Description Summary
The Project Coordinator will be responsible for the coordination
and administrative duties associated with Cal Poly Small Business
Development Center (SBDC) for Innovation and Cal Poly Center for
Innovation and Entrepreneurship (CIE), as well as outlined below.
The position reports to and provides support to the Cal Poly CIE
SBDC Program Manager (Manager), to be appointed. The Project
Coordinator will assist the Manager with coordinating, marketing
the programs of both entities, including all three SBDC site
locations, San Luis Obispo, North and South County (Paso Robles and
Grover Beach). Project Coordinator should be committed to
establishing and maintaining cooperative working relationships with
consultants, business and industry representatives in diverse
fields and perform effectively under the pressure of deadlines and
other administrative demands.
Minimum of three years of related experience and/or relevant
Bachelor's degree from an accredited four-year university
Exceptional organizational skills
Ability to prioritize, plan, organize, and meet constant time
Highly motivated and flexible
Excellent computer skills including Microsoft Office Suite, and
other systems and software
Ability to use office equipment including copier, fax, and
Ability to maintain financial processes and invoice payment
Commitment to quality customer service
Interpersonal skills using tact, patience, and courtesy
Ability to successfully work independently, organizing own work
and coordinating work activities of others
Excellent grammar and proofreading skills
Ability to establish and maintain cooperative and effective
working relationship with others
Excellent verbal and written skills and the ability to interface
with all levels of staff, Board of Directors, university community,
including students, faculty and staff, and the public
Ability to work some evening or weekend hours, as needed
Ability to maintain regular and reliable attendance
A background check is required for all regular benefited
The person holding this position is considered a 'mandated
reporter' under the California Child Abuse and Neglect Reporting
Act and is required to comply with the requirements set forth in
CSU Executive Order 1083 as a condition of employment.
Preferred Qualifications Physical Demands
Hearing and speaking to exchange information in person or on the
Dexterity of hands, fingers, and wrist to operate a computer
keyboard and calculator
Seeing to read a variety of materials
Sitting or standing for extended period of time
Physical agility to lift 20 pounds to shoulder height
Physical agility to lift, carry, push, or pull objects
Typical Essential Functions
Coordinate specific programs including establishing program
plans, marketing, budget, and resources as appropriate for SBDC
Manage process from direct inquiries through access to programs
and services to tracking results, at the all SBDC locations, in
support of providing services to clients including:
Primary contact for SBDC public inquiries. Must develop a strong
institutional knowledge of all SBDC programs and activities.
Direct contact with consultant team including
Entrepreneurs-in-Residence, faculty, professional services
providers and staff to ensure case management process is complete
and performed in accordance to policies and procedures and client
scopes of work. Facilitate connection between clients and mentors,
technical experts, interns, training, and networking opportunities
including setting appointments.
Facilitate Client triage process in collaboration with the
triage team i.e. Cal Poly CIE Economic Development Director (the
Director) and Manager to assign Clients to appropriate resources:
consultants, faculty, student programs, workshops and/or
Coordinate open office hours program, track in-kind donated time
by volunteer mentors and advisors, create relevant client resources
through Open Office Hours (OOH).
Provide administrative support for all community startup
applications, schedule interviews, and maintain database of current
and past incubating companies.
Responsible for data entry in SBDC CRM ("Neoserra") for all
Clients, Consultants and Training Events
Provide administrative support for Neoserra Client tracking
Perform frequent audits of Neoserra data entry to ensure
Ensure proper input of SBDC client information and milestones in
Periodically produce and analyze Neoserra reports required for
reporting requirements, milestone tracking, consultant activity and
other management needs.
Create, and maintain office systems (client and consultant
files), including physical and digital filing systems that enable
easy and efficient access by staff and contractors.
Perform regular document preparation and fulfill reporting
requirements for grants and other funding sources
Coordinate Service Provider group meetings, records,
correspondence, and agendas.
Prepare correspondence, documents and spread sheets as
Format, edit, and provide data for, annual reports, proposals,
and applications as needed.
Coordinate with Manager for in-kind professional services
contributions tracking and recording. Provide template and
reporting criteria to donors.
Coordinate in-kind faculty, consultant and open office hours
volunteer time contributions, ensure tracking and compliance.
Maintain file on volunteer time and prepare back up detail to be
included with the in-kind quarterly report.
Support Manager in training programs for new staff hires.
Work with Manager and Administrative and Graphic Design
Coordinator to market activities identified in marketing plan for
Maintain a system of tracking results. Create and update metrics
Manage social media and communication including photography,
writing of press releases, program materials, and creating content
for social media channels.
Coordinate media relations, including informing chambers of
commerce, service providers and media outlets of news worthy events
Assist with regular communication with other stakeholders,
including elected officials and donors.
Ensure materials for public use comply with funders'
requirements i.e. SBDC, SBA and Cal Poly.
Support information and branding management including creation
of letterhead, business cards, brochures, flyers, and newsletters
to promote and brand the SBDC as needed.
Coordinate media and partner relations including participation
in partner events and activities.
Arrange and assist with logistics including program
registration, preparation, and dissemination of program
Assist in development of the program evaluation metrics,
compile, and report results.
Coordinate and assist with events as required by Manager.
Set up consultants with access to digital folders, conference
rooms and training guides.
Coordinate Consultant Round Table meetings. Prepare and conduct
meeting agenda and materials in collaboration with Manager.
Provide reports to monitor labor productivity against consultant
Manage client initial intake process including tracking
mechanism, completion of Scope of Work and report results.
Assist Manager with client follow-up and monitoring of direct
Participate in staff meetings, strategic plan development and
accreditation process for both SBDC and CIE.
Position is part of a large team of students, faculty, alumni
and community members and serves as main contact to coordinate
activities for all programs.
Participate in and assist all SBDC and Cal Poly CIE activities
and programs when available.
Performs other duties as required or assigned, some of which
will be specific to the San Luis Obispo downtown location at 872
Higuera Street and new locations in North and South County.
Special Instructions to Applicants
Subject to continued grant/center funding. Cal Poly Corporation
provides excellent benefits including medical, dental, vision, life
insurance, retirement, paid sick leave/vacation and holidays. This
position is benefit eligible.
Employment is contingent upon the successful completion of a
criminal background check, educational and employment verification,
and reference check, as required.
AA/EEO/Disability/Protected Veteran Employer