Program Administrator - ECDI Cleveland

Economic and Community Development Institute; Cleveland (OH); Hybrid; USD 42,000 - 52,000; Full time

Job summary

The Economic and Community Development Institute in Cleveland is seeking a Program Administrator for the Women’s Business Center. You will be the first point of contact for clients, helping them navigate WBC programs and services, and supporting scheduling, registrations, and records.

This hybrid role combines office duties with remote client support and ongoing program coordination under the WBC Director to advance goals and ensure grant compliance.

Qualifications

• High school diploma or GED required; associate degree preferred.

Responsibilities

• Serve as a primary administrative point of contact for clients and prospective clients; coordinate inquiries, appointments, and registrations.
• Maintain accurate and timely client records, files, profiles, program participation information, and related documentation.
• Provide administrative support for trainings, workshops, and program activities, including registration, scheduling, materials, and attendance tracking.
• Support daily office operations such as mail, supplies, and document preparation; assist with program development and grant administration.
• Coordinate with Client Services leadership to support statewide program operations and consistency.

Skills

MS Office

CRM systems

Data entry

Calendar management

Virtual meetings

Communication

Customer service

Organization

Education

High school diploma or GED

Associate degree preferred

Job description

Summary:

As an integral member of the Women’s Business Center (WBC) team, the Program Administrator supports entrepreneurs as an initial point of contact with WBC programs and services, helping clients navigate available resources, programming, and next steps to start and grow their businesses. They will perform routine office support functions, including word processing, data entry and filing, and other related duties as assigned. They will work under the direction of the Cleveland WBC Director and with other team members to better serve clients and meet grant and program requirements. The Program Administrator will provide in-person and virtual client support as needed and maintain a visible presence within the WBC office and programming environment. The position will support clients, staff, instructors, and partners through program coordination, scheduling, communications, and administrative assistance.

This role is a hybrid position, with the on-site work schedule determined primarily by the employee’s manager based on departmental and business needs.

Essential Duties & Responsibilities:

Program Administration

• Serve as a primary administrative point of contact for clients and prospective clients, responding to phone, email, virtual, digital, and in-person inquiries; provide general information regarding available programs and services; coordinate appointments and client bookings.
• Maintain accurate and timely client records, files, profiles, program participation information, member status, fees, and other required documentation within appropriate tracking systems. Complete data entry, activity reports, and grant-related reporting in accordance with program and funder requirements.
• Provide administrative and logistical support for trainings, workshops, classes, and other program activities, including client registration, scheduling, preparing materials and presentations, instructor coordination/research, attendance tracking, and post-event documentation.
• Support efficient daily office operations, including incoming and outgoing mail, deliveries, printing, supply inventory, common-area needs, scheduling, document preparation, and other general administrative functions.
• Assist the team with business development, client services, training, grant administration, and program development activities while ensuring effective use of available program resources.
• Participate in departmental meetings and contribute ideas and recommendations for continuous improvement. Maintain working knowledge of and compliance with ECDI policies and procedures and protect the confidentiality of client, employee, volunteer, and organizational information.
• Perform other related duties as necessary to support departmental and organizational success.

Statewide Client Services – Administrative Support

• Provide centralized administrative support across ECDI Client Services programs and initiatives, including WBC, MBAC, CRC, VBOC, FBIS, and future programs.
• Support client intake, communications, scheduling, trainings, events, documentation, data entry, and follow-up activities.
• Assist with program reporting, performance tracking, grant/funder requirements, and other deliverables.
• Coordinate with Client Services leadership and staff to support efficient and consistent program operations statewide.
• Maintain shared administrative resources, templates, calendars, and tracking tools to improve consistency and efficiency.
• Support new and emerging Client Services programs and initiatives as organizational needs evolve.

Minimum Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Education and/or Experience

• High school diploma or G.E.D. equivalent required. Associate degree preferred. Two or more years of experience in administrative support, data entry, program administration, office operations, customer service, or a related field preferred. Equivalent combinations of education, training, and relevant experience may be considered.

Work Environment & Physical Requirements

• Hybrid position in accordance with ECDI policy; reliable transportation and occasional travel required.
• Occasional evening and weekend hours may be required.
• Work is primarily performed in a professional office environment using standard office equipment, with prolonged periods of sitting and occasional movement throughout the workspace.
• Must occasionally lift or move items up to 15 pounds.
• Must follow standard workplace safety practices.
• Reasonable accommodations may be provided to qualified individuals with disabilities in accordance with applicable law.

Competencies:

Knowledge, Skills, and Abilities

• Strong computer skills with proficiency in Microsoft Office Suite and the ability to quickly learn new technology platforms and software.
• Experience with data entry, electronic records, databases/CRM systems, calendars, virtual meeting platforms, and digital communications.
• Strong organizational skills and attention to detail, with the ability to prioritize multiple tasks, maintain accurate records, meet deadlines, and follow established processes.
• Strong written and verbal communication and customer service skills, with the ability to interact professionally with clients, staff, partners, and community members.
• Ability to work independently and collaboratively, including troubleshooting basic technology needs and escalating issues when appropriate.