Project Coordinator

Company: Cal Poly Corp
Location: San Luis Obispo
Posted on: June 10, 2021

Job Description:

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 Qualifications

Minimum of three years of related experience and/or relevant training

Bachelor's degree from an accredited four-year university

Exceptional organizational skills

Ability to prioritize, plan, organize, and meet constant time lines

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 telephone system

Ability to maintain financial processes and invoice payment tracking

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 positions

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 telephone

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 programming.

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 trainings.

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 system.

Perform frequent audits of Neoserra data entry to ensure accuracy.

Ensure proper input of SBDC client information and milestones in Neoserra.

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 needed.

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 SBDC

Maintain a system of tracking results. Create and update metrics as needed.

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 and activities.

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 materials.

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 hours.

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 resources.

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

Keywords: Cal Poly Corp, San Luis Obispo , Project Coordinator, Other , San Luis Obispo, California