Economic Development Center Administrative Coordinator

Illinois SBDC (Small Business Development Center) at CMAA; Chicago (IL); Hybrid; USD 40,000; Full time

Job summary

Join Illinois SBDC at CMAA as an Administrative Coordinator, where you will support small businesses through administrative tasks and marketing efforts. This full-time role requires strong communication and organizational skills, offering an opportunity to impact the lives of many entrepreneurs in the community.

Benefits

Comprehensive Health benefits

403(b) retirement plan with company match

Personal Time Off, Sick Leave, and Vacation

Travel Reimbursements

Opportunities for growth

Qualifications

• Knowledge of administrative procedures and CRM systems is essential.
• Strong Excel abilities and experience in marketing campaigns are important.
• Ability to maintain confidentiality and attention to detail when handling sensitive information.

Responsibilities

• Oversee client intake processes and manage documentation.
• Support the director and track counseling tasks and financial processes.
• Develop and execute marketing strategies to engage small businesses.

Skills

Communication

Interpersonal skills

Attention to detail

Project management

Marketing strategy

Education

B.A. or B.S. in business or economics

Tools

CRM (Neoserra, Salesforce)

Canva

Constant Contact

Excel

Job description

Economic Development Center Administrative Coordinator

Economic Development Center Administrative Coordinator

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Job Type

Full-time

Description

Who we are!|Economic Development Center (EDC)

The Economic Development Center (EDC) at Chinese Mutual Aid Association is funded in part through a cooperative agreement with the U.S. Small Business Administration (SBA) and the Illinois Department of Commerce & Economic Opportunity.

Job Description

Chinese Mutual Aid Association (CMAA) is seeking a highly flexible and adaptable individual who can serve within our Small Business Development Center (SBDC), Neighborhood Business Development Center (NBDC), Cook County Source, and APEX Accelerator. This individual will need to have great communication and interpersonal skills to work with clients and be able to follow through and make sure great service is their top priority.

The Administrative Coordinator position will be responsible for the day-to-day operations of the center. The position calls for a wide variety of administrative skills due to the diversity of clientele the center serves such as managing client intake, creating engaging e-newsletters and marketing materials, and creating and disseminating educational workshops. You will support the Director ofEDC at CMAA in providing new information opportunities to small businesses, managing financial processes and reporting for center spending and activities, and reporting back to our funders on metrics and success stories. This information may affect hundreds of small businesses. Therefore, it is of the utmost importance that client confidentiality be maintained.

Other programs include but not limited to:Cook County Small Business Source Referral Partner,National ACE / MBDACapital Readiness Program

Essential Functions & Responsibilities

• Oversee new client intake processes, both in-person and online, ensuring that clients are properly registered and assigned business advisors, while maintaining client documentation by saving dated meeting notes in individual folders and logging session details (time/topic) in Neoserra and Salesforce (CRM databases).
• Support the Director by tracking counseling tasks, attending sessions, and reviewing AI-generated notes prior to sending counseling recap emails.
• Process check requests efficiently to support the organization's financial operations, ensuring smooth financial transactions
• Develop and execute marketing strategies for EDCprograms and activities, including email campaigns, outreach efforts, and social media promotions to engage the small business community and Accelerator Program.
• Manage social media platforms to engage the community, promote the organization's mission, and create marketing materials using tools like Canva and Eventbrite for events and posts
• Curate and share success stories to highlight the impact of the organization's efforts, prepare and distribute monthly newsletters containing grant research and opportunities, client spotlights, upcoming events, and valuable information for small business owners using platforms like Constant Contact
• Maintain a current reference library and database as mandated by the EDC program, providing easy access to relevant materials for advisors and clients
• Collaborate with external partners, agencies, and service providers to ensure clients are connected with the most appropriate resources when needs extend beyond EDC capabilities. Facilitate warm referrals and maintain relationships with outside entities to provide clients with comprehensive, wraparound support.
• Assist clients in preparing grant and loan applications by researching and understanding grant requirements, providing guidance on eligibility, and helping gather and submit required documents
• Generate and upload monthly reporting for monitoring and assessing program performance, following specific reporting conventions and maintaining data accuracy
• Oversee business advisors in using CRM database for tracking client sessions, analyzing metrics, and documenting success stories to showcase the achievements ofEDC clients
• Coordinate all aspects of event logistics: venue, agendas, flyers, registration (Eventbrite), and promotional assets, including conferences, webinars, and in-person gatherings, to facilitate valuable educational opportunities and networking for small business owners
• Support the submission of internal grant applications to funders, aiming to increase center funding for continued program growth and support
• Maintain well-organized documentation and communication channels, including folders and resources for each program in EDC (SBDC, NBDC, APEX, Cook County, CMAA) to ensure clarity and accessibility of information
• Travel 10% locally; may include overnight business travel within the United States for conferences, convenings
• This role is currently hybrid with twelve (12) days in-office each month/three (3) days each week.
• This job operates in a clerical office setting however occasional field work is required for events, conferences, and other outreach activities.This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines as well as specialized programs such as Canva, Excel, CRMs, etc.
• This is a largely sedentary role, however, some filing is required.This could require the ability to lift files, open filing cabinets and bending or standing on a stool as necessary.
• Comprehensive Health benefits package to include medical, dental, and vision plans with employer contribution between 60%-90% of premiums!
• 403(b) retirement plan with company match after one (1) year and fully vested at year six (6)!
• 9 Company Holidays a year!
• Personal Time Off, Sick Leave, and Vacation time off policies!
• Travel Reimbursements for eligible commuting routes
• Opportunities for growth and to give back to communities!
• Access to an exceptional leadership team!

The approximate salary for this position is $40,000.00 annually. Please note that the indicated base salary is provided in good faith estimate for the position at the time of posting. Final compensation may vary based on factors including but not limited to education, experience, knowledge, skills, etc.

CMAA is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other status protected by applicable federal, state, or local laws.

If you need assistance or an accommodation due to a disability during the application or interview process, please contact us at 773-784-2900 and request the Human Resources Department or email at [e-mail] and reference the job ID2574496.

Requirements

Qualifications

• Knowledge of administrative and clerical procedures. Familiarity with PowerPoint and CRM (eg- Neoserra and/or Salesforce) is a plus!
• Knowledge of computers and data entry is required. Working knowledge of Constant Contact and Canva is a plus!
• Strong Excel skills, including V-lookups, linked sheets, and formatting for reporting, are very important
• Strong interpersonal skills, including the demonstrated ability to work effectively with community organizations, colleagues, business partners, and community stakeholders
• Experience with content creation tools (e.g., Canva, Adobe Creative Suite), strong understanding of social media platforms, and proven ability to develop multi-channel marketing campaigns.
• Demonstrated ability to maintain extreme attention to detail, particularly when handling financial transactions, records, and sensitive information.
• Familiarity with AI-powered tools (e.g., ChatGPT, Grammarly, Notion AI) to streamline communication, task management, and content creation.
• A B.A. or B.S. degree in business, economics, or another relevant field is a plus

Salary Description

$40,000

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Other

• Industries

  Non-profit Organization Management

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