ICAP Program Coordinator

George Mason University; Chantilly (VA); Remote; USD 58,000 - 62,000; Full time

Job summary

George Mason University is seeking a proactive ICAP Program Coordinator in Fairfax, VA to support ICAP programming, events, client coordination, and program promotion. The role emphasizes data tracking, reporting, and cross-functional collaboration with mentors and staff.

Ideal candidates bring 4+ years of administrative support experience, strong Microsoft and Zoom proficiency, and a commitment to excellent service and organizational outcomes.

Qualifications

• High school diploma or equivalent required.
• Typically 4+ years supporting administrative responsibilities.
• Typically 3+ years coordinating client engagements and relationships.
• Typically 3+ years supporting virtual event planning and execution.
• Typically 3+ years maintaining a database of confidential client information.
• Typically 1+ years with website content development.
• Typically 1+ years with Microsoft software platforms.
• Typically 1+ years with digital meeting platforms such as Zoom.
• Strong interpersonal and communication skills; ability to work with diverse executive stakeholders.

Responsibilities

• Coordinate client intake and recruitment for ICAP cohorts and manage all admin aspects.
• Track client data and prepare reports on client impact and outcomes.
• Monitor ICAP mentor activity and prepare related reports.
• Assist with program operations, monthly calls, cohorts, and communications.
• Plan and execute ICAP events, including logistics for virtual and in-person sessions.
• Support marketing and social media planning for ICAP programs.

Skills

Organizational skills

Interpersonal skills

Customer service

Relationship management

Communication skills

Time management

Education

High school diploma or equivalent

Bachelor’s degree in related field

Tools

Microsoft software platforms

Zoom

Website content management

Job description

Department: Office Rsrch Innov and Econ Impact

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Remote Eligible; must reside in the state ofVirginia

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 03

Salary: Anticipated salary range $58,000-$62,000;commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

About the Department:

The Virginia SBDC is an organization of 25 local Small BusinessDevelopment Center offices across Virginia providing professionalbusiness counseling, training, and business resources to help growand strengthen Virginia businesses.

The Innovation Commercialization Assistance Program (ICAP) isfocused on helping Virginia-based technology and innovation-drivenstartups on their path to success. ICAP works with technologystartups to provide support along their entire journey towardsscaling—from the early idea stage, all the way through working onSeries A level of funding and beyond. This is accomplished throughexperiential learning programs and one-on-one advising with a teamof experienced entrepreneurs and intrapreneurs. These services areoffered at no cost and all advising is confidential.

About the Position:

The ICAP Program Coordinator provides overall support andcoordination for ICAP programming and operations, including courseofferings and other events, check-in calls, and specializedadvising sessions, as well as on-going program promotion. Dutiesinclude client coordination, program coordination, marketing andsocial media, and event planning and management.

Responsibilities:

Client Coordination:

• Recruits and intakes new clients: manages all administrativeaspects of the application process for all program applicants,placement into bi-monthly cohorts, including facilitating ICAPmentor introductions;
• Assists with the identification and recruitment of programparticipants. Recruitment is done through the program website,social media, in person events, and external programreferrals;
• Tracks client data: collects, tracks, and prepares reports onclient impact data;
• Tracks ICAP mentor activity: tracks and prepares reportsregarding advising hours provided by ICAP mentors and other mentoractivities; and
• Performs data entry to update client coordination activitiesand outcomes in a central management system, as well as an internaltracking spreadsheet.

Program Coordination:

• Assists the Director of ICAP with new and ongoing operations.This includes coordinating participant monthly calls, setting upcohorts throughout the year, and one-on-one communications asneeded, etc.;
• Responsible for the project management and coordination ofmultiple ICAP programmatic offerings, including the ICAP LeanStartup course, administrative and communications management with ateam of 15+ ICAP mentors, virtual and in-person event logistics,and on-going program promotion;
• Manages programmatic experience of ICAP clients, ensuringprogram communication, expectations, deadlines, and next steps areclear, understood, and continually improving;
• Supports the Director of ICAP in administering technicalassistance, outreach, communication, document review, and reportingto partners and funding sources;
• Generates reports: updates client profile data, managesrequired document filings, and other administrative duties. Reportsinclude monthly program activity and end of year client successstories and outcomes;
• Creates and deploys surveys: reviews and revises impact andevent participant surveys to assess, manage, and improve theexperience of ICAP clients;
• Develops, expands, and strengthens relationships with ICAPclients and ICAP mentors meeting regularly and assessing needs andprogress;
• Provides technical assistance to ICAP clients as needed, withonline platforms to upload their work;
• Superior customer service skills and relationship managementskills;
• Assists ICAP mentors, as needed, in their work with ICAPclients, primarily through coordination and administrativesupport;
• Contributes to Virginia SBDC management meetings, departmentalcommittees, and other institutional team efforts, as needed, byproviding program updates; and
• Performs other related duties as assigned by the Director ofICAP.

Marketing and Social Media:

• Responsible for website maintenance/updates and webcontent;
• Creates and distributes program communication plans andcontent;
• Marketing material creation and updates: Using variousplatforms, creates and updates program materials such as graphics,flyers, social media posts, as needed;
• Social media management: Assists with ICAP marketing and socialmedia posting;
• Responsible for entire content and process to distribute amonthly ICAP e-newsletter to the ICAP client community includingcontent creation, content selection management process, anddistribution; and
• Creates and distributes announcements and routine proceduralcommunications, as directed, in conjunction with ICAP and relatedprograms.

Event Planning/Management:

• Plans in-person and virtual events: Assists in the planning andexecution of ICAP events, such as course offerings, monthly calls,small group sessions, and partner gatherings;
• Manages virtual and in-person event logistics, includingcoordinating with local partners, providing training andinstruction to local counterparts, as needed, and reports on anychallenges, hinderances, or issues;
• Manages event communication to stakeholders (prior to andfollowing events);
• Attends in-person and virtual events, as needed, to assist withlogistical support;
• Markets events to specific audiences, primarily via email andsocial media;
• Emcees events, as needed; and
• Identifies, schedules, and prepares speakers for ICAPprogramming.

Required Qualifications:

• High school diploma or equivalent;
• Experience (typically 4+ years) supporting administrativeresponsibilities;
• Experience (typically 3+ years) coordinating client engagementsand relationships;
• Experience (typically 3+ years) supporting virtual eventplanning and execution;
• Experience (typically 3+ years) maintaining a database ofconfidential client information;
• Experience (typically 1+ years) with website contentdevelopment;
• Experience (typically 1+ years) with Microsoft softwareplatforms;
• Experience (typically 1+ years) with digital meeting platforms,such as Zoom;
• Experience (typically 1+ years) communicating with techentrepreneurs;
• Knowledge of program coordination;
• Knowledge of partner development and management;
• Knowledge of social media marketing practices and platforms,specifically LinkedIn;
• Superior customer service skills and relationship managementskills;
• Excellent organizational skills;
• Strong interpersonal skills and ability to interact effectivelywith diverse executive stakeholders;
• Ability to strictly adhere to policies and procedures;
• Ability to effectively organize and demonstrate appropriatetime management; and
• Demonstrated strong attention to detail.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Experience (typically 4+ years) creating and managingadministrative processes;
• Experience (typically 3+ years) managing client engagement andrelationships;
• Experience (typically 3+ years) organizing and managing virtualevents;
• Experiment (typically 1+ years) with AI-enabled tools and/ordevelop AI-enabled workflows;
• Experience (typically 1+ years) advising business or technologyentrepreneurs;
• Knowledge of venture capital, grant funding, and debtfinancing;
• Knowledge of entrepreneur support organizations; and
• Knowledge of Virginia’s entrepreneurship ecosystem.

Mason Ad Statement

George Mason University is a nationally ranked R1 researchuniversity committed to creating a more just, free, and prosperousworld. With 40,000 enrolled students, George Mason is the largestand most diverse public research university in Virginia, offeringdegree programs at the master's, doctoral, and professional level,along with certificates and credentials.

George Mason fosters an All Together Different environment forstudents, faculty, and staff, driven by our core beliefs. Webelieve in inclusivity over exclusivity; we believe in advancingour mission by being willing to take risks, not avoiding them; andwe believe our best work is possible when we apply our diversity oforigin, identity, circumstance, and thought.

Equity Statement

George Mason University is an equal opportunity/affirmative actionemployer, committed to promoting inclusion and equity in itscommunity. All qualified applicants will receive consideration foret employment without regard to race, color, religion, sex, sexualorientation, gender identity, national origin, age, disability orveteran status, or any characteristic protected by law.

Campus Safety Information

Mason’s Annual Security and Fire Safety Report is available athttp://police.gmu.edu/annual-security-report/