Administrative Coordinator

NorCal SBDC; California; On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Retirement plan

Health insurance

Dental coverage

Vision coverage

Equal opportunity employer

Job summary

NorCal SBDC in the Bay Area seeks an Administrative Coordinator to support multiple centers, providing essential operational, administrative, and programmatic support to Center Directors.

The role ensures the smooth execution of advising services, training programs, outreach activities, and reporting requirements, maintaining strong internal systems and grant compliance while collaborating with regional staff.

Qualifications

• Two or more years of administrative or program support experience.
• Experience supporting projects or programs with multiple stakeholders.
• Experience in grant-funded environments is a plus.
• Prior experience with Small Business Development Center or similar ecosystem is beneficial.

Responsibilities

• Provide day-to-day administrative support to Center Directors, including calendar management, meeting coordination, correspondence, and document preparation.
• Coordinate logistics for workshops, webinars, training series, and community events, including registration, materials, virtual platforms, and on-site support.
• Track attendance, evaluations, and outcomes for training events to support performance measurement and grant compliance.
• Maintain accurate client, advising, and training data in the SBDC client management system.
• Assist with outreach and partnership efforts by preparing materials and coordinating follow-up communications.
• Support onboarding and coordination of contracted advisors, including tracking documentation and compliance requirements.

Skills

Administrative skills

Organizational skills

Time management

Written and verbal communication

Microsoft Office

Google Workspace

Video conferencing software

Database systems

Cross-stakeholder support

Sensitive information handling

Education

Bachelor’s degree in business or related field

Tools

Microsoft Office

Google Workspace

Video conferencing tools

Database systems

Job description

Job Announcement · This Is Not a State Position

Location

Bay Area, CA

Hours

Full Time · 12 Months/Year

$75,000 - $85,000, DOE

Project

Northern California Small Business Development Center (NorCal SBDC)

Position open until filled

This position is in the Bay Area, CA and supports multiple SBDC centers at a distance. SBDC centers are part of the Northern California SBDC Network, hosted by Cal Poly Humboldt Sponsored Programs Foundation, and funded through the U.S. Small Business Administration (SBA), California Governor’s Office of Economic Development (GO-Biz), and other public and private sources.

SBDC centers serve a pivotal role in the region's economic development ecosystem, supporting entrepreneurs and growing companies throughout 36 counties in Northern California. These centers deliver high-impact 1:1 advising, access to capital, strategic resources, and targeted training programs—annually serving more than 12,000 small business clients.

Position Overview

The NorCal SBDC is seeking a dedicated and organized Administrative Coordinator to help coordinate services across multiple centers. The Administrative Coordinator provides essential operational, administrative, and programmatic support to SBDC Center Directors.

This role ensures the smooth execution of advising services, training programs, outreach activities, and reporting requirements, allowing Center Directors to focus on external engagement, partnerships, and strategic growth by maintaining strong internal systems and operational continuity. This position will assist with administrative and programmatic activities across the NorCal SBDC network.

The ideal candidate is detail-oriented and collaborative, with strong communication skills and the ability to manage multiple priorities in a fast-paced, grant-funded environment. This position thrives in a team-oriented environment.

Key Responsibilities

Administrative & Director Support

• Provide day-to-day administrative support to Center Directors, including calendar management, meeting coordination, correspondence, and document preparation.
• Assist with scheduling and logistics for partner meetings and community engagements.
• Maintain organized records for contracts, agreements, expenses and center documentation.

Program & Training Coordination

• Coordinate logistics for workshops, webinars, training series, and community events, including registration, materials, virtual platforms, and on-site support.
• Support advisors and trainers with administrative needs related to program delivery.
• Track and report attendance, evaluations, and outcomes for all training events to support performance measurement and grant compliance.
• Assist with preparation of training analytics and post-event reports.
• Assist with client onboarding as needed.
• Support Center Directors and Associate Directors with outreach and partnership efforts by preparing materials, managing contact lists, and coordinating follow-up communications.
• Assist with marketing and communications efforts, including email announcements, event promotions, and website updates in coordination with NorCal SBDC regional staff.
• Help ensure consistent branding and professional representation of the centers in external communications.

Data Management, Reporting & Compliance

• Maintain accurate client, advising, and training data in the SBDC client management system.
• Assist with data quality control to ensure compliance with reporting requirements.
• Track performance metrics to support center performance goals.

Coordination & Systems Support

• Serve as a liaison between local SBDC centers, NorCal SBDC regional headquarters, and Cal Poly Humboldt Sponsored Programs Foundation on administrative matters.
• Support onboarding and coordination of contracted advisors, including tracking documentation and compliance requirements.
• Assist with regional initiatives and cross-center collaboration as assigned.

Other Duties

• Provide general office and operational support as needed.
• Perform other related duties in support of NorCal SBDC mission and objectives.

Knowledge, Skills & Attributes

The ideal candidate brings:

• Strong administrative, organizational, and time-management skills with the ability to meet deadlines in a fast-paced environment.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office, Google Workspace, video conferencing software and database systems.
• Demonstrated experience supporting projects or programs with multiple stakeholders.
• Ability to handle sensitive information and exercise sound professional judgment.

Preferred Qualifications

Preference will be given to candidates who demonstrate the following:

• A bachelor's degree in business, education, communications, or a closely related field; or an equivalent combination of education and experience.
• Four years or more experience working as an administrative support on programs, events, or service delivery teams.
• Prior experience working for a Small Business Development Center.
• Prior experience working within the business community, economic development programs, universities, grant-funded organizations and/or small business ownership.

Minimum Qualifications

• At least two (2) years of administrative or program support experience.
• Proficiency with office productivity tools and database systems.
• Ability to manage multiple priorities with attention to detail.
• Cal Poly Humboldt SPF Employee Information Form for Applicants

Position will remain open until filled.

This position may require occasional evening and weekend commitments. A competitive benefits package is offered, including retirement, health, dental, and vision coverage.

While long-term continuation is anticipated, all NorCal SBDC positions are contingent upon continued state and federal funding. This is not a state or federal position.

Cal Poly Humboldt Sponsored Programs Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other legally protected status. For more information about Cal Poly Humboldt SPF's Equal Employment Opportunity hiring, email [e-mail] .

SPF adheres to the policy of employment at will, which permits the employer or the employee to end the employment relationship at any time, for any reason, with or without cause or notice as permissible by law. No SPF representative other than the Executive Director may modify at-will status and/or provide any special arrangement concerning terms or conditions of employment in an individual case or generally and any such modification must be in a signed writing.

Maintaining eligibility to work in the United States is a condition of employment. Cal Poly Humboldt Sponsored Programs Foundation does not sponsor visas for staff, management, or temporary positions.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position within Cal Poly Humboldt SPF. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Humboldt SPF employees who apply for this position. Background checks will be conducted only after a conditional offer of employment and in compliance with California Fair Chance laws.