Program Coordinator, Capital Pathways

Cooperative Education; Virginia (MN); Hybrid; USD 50,000 - 55,000; Full time

Job summary

The Virginia Small Business Development Center (SBDC) Network is seeking a Program Coordinator to support the Capital Pathways program in Fairfax, VA. The role emphasizes client intake, referrals, data quality, and reporting, with focus on outreach, trainings, and grants administration.

You will manage CRM data, assist with newsletters and annual reports, and support procurement and budget tracking under federal grant guidelines, primarily in a hybrid office setting.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience using Microsoft Office applications in a professional setting.
• Experience engaging with diverse stakeholders, clients, or program participants.
• Experience learning and handling administrative and programmatic tasks independently.
• Excellent writing and communication skills, with the ability to produce professional emails, reports, and meeting notes.
• Strong organizational skills, with the ability to manage multiple tasks and deadlines with minimal supervision.
• Professional interpersonal skills and the ability to engage confidently with small business clients and external stakeholders.
• Self-starter with initiative and curiosity, and eager to learn new concepts relevant to the program.
• Comfortable contributing ideas and participating actively in collaborative team discussions.
• Strong attention to detail, especially in data entry, recordkeeping, and financial tracking.
• Proficiency in Microsoft Office Suite, especially Outlook, Word, and Excel.

Responsibilities

• Conducts initial intake calls with prospective clients to assess business needs and determine program fit.
• Refers clients to the appropriate technical assistance advisors or partners based on their needs and eligibility.
• Follows-up with clients after missed meetings, cancellations, or expressions of interest; and
• Hosts Zoom webinars and assists in filtering and organizing participant questions, and coordinating logistics for in-person trainings.
• Performs routine audits of client data in the CRM system to ensure completeness and accuracy;
• Ensures meeting notes and client interaction records are documented appropriately for reporting and analysis;
• Enters events into the CRM system, tracks attendance, and reconciles events; and
• Tracks and reports on impact by Capital Pathways' clients.
• Assists in the preparation of program newsletters, webinar promotions, client success stories, and annual reports; and
• Helps collect relevant data and materials from partners and internal systems.
• Populates monthly budget monitoring tools and supports tracking spending against program budget;
• Supports grant compliance by tracking sponsor reporting deadlines; and
• Processes vendor invoices and assists with procurement documentation as needed.

Skills

Communication

Organizational skills

Team collaboration

Time management

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

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:Hybrid Eligible

Sponsorship Eligibility:Not eligible for visa sponsorship

Pay Band:03

Salary:Anticipated salary range $50,000-$55,000 annually;commensurate with education and experience

Restricted: Yes

Criminal Background Check:Yes

About the Department:

The Virginia Small Business Development Center (SBDC) Network is a partnership with the US SBA and other local hosts to provide counseling services and training to Small Businesses in Virginia. The Virginia SBDC leads office administers and manages the SBDC network of 25 centers across Virginia with 13 subrecipients including universities, community colleges, and economic development organizations. The Virginia SBDC is a program of Mason Enterprise. Capital Pathways is a specialized program within the Virginia SBDC network that empowers Virginia small businesses to secure the capital they need to grow. It is designed for very small (fewer than 10 employees) and emerging and growth-ready businesses that face challenges accessing traditional financing. The program offers an immersive, hands-on experience focused on financial and legal readiness. Through group-based workshops and bootcamps, discussion-style webinars with guest speakers, bookkeeping trainings, and peer support groups — paired with extended one-on-one assistance from financial, accounting, and legal experts — business owners don’t just learn what to do — they actively build the systems and habits needed to access capital and grow with confidence.

About the Position:

The Program Coordinator supports the effective implementation of the SBDC Capital Pathways Program. The Coordinator manages client intake and referral processes, maintains high-quality data and reporting systems, and supports outreach, training, and grants administration. This role requires strong communication and organizational skills, shown interest in small business and local economic development, and the ability to support program delivery in alignment with federal grant requirements and timelines. The Program Coordinator will work primarily in the SBDC's Fairfax Virginia offices, with the possibility of a hybrid work arrangement.

Responsibilities:

Client Intake, Outreach, & Event Support:

• Conducts initial intake calls with prospective clients to assess business needs and determine program fit;
• Refers clients to the appropriate technical assistance advisors or partners based on their needs and eligibility;
• Follows-up with clients after missed meetings, cancellations, or expressions of interest; and
• Hosts Zoom webinars and assists in filtering and organizing participant questions, and coordinating logistics for in-person trainings.

Client Relationship Management (CRM) Software Data Management:

• Performs routine audits of client data in the CRM system to ensure completeness and accuracy;
• Ensures meeting notes and client interaction records are documented appropriately for reporting and analysis;
• Enters events into the CRM system, tracks attendance, and reconciles events; and
• Tracks and reports on impact by Capital Pathways' clients.

Program Communications & Reporting Support:

• Assists in the preparation of program newsletters, webinar promotions, client success stories, and annual reports; and
• Helps collect relevant data and materials from partners and internal systems.

Administrative & Grant Support:

• Populates monthly budget monitoring tools and supports tracking spending against program budget;
• Supports grant compliance by tracking sponsor reporting deadlines; and
• Processes vendor invoices and assists with procurement documentation as needed.

Required Qualifications:

• Bachelor’s degree in related field, or equivalent combination of education and experience;
• Experience using Microsoft Office applications in a professional setting;
• Experience professionally engaging with diverse stakeholders, clients, or program participants;
• Experience learning and handling administrative and programmatic tasks independently;
• Excellent writing and communication skills, with the ability to produce professional emails, reports, and meeting notes;
• Strong organizational skills, with the ability to manage multiple tasks and deadlines with minimal supervision;
• Professional interpersonal skills and the ability to engage confidently with small business clients and external stakeholders;
• Self-starter with initiative and curiosity, and eager to learn new concepts relevant to the program;
• Comfortable contributing ideas and participating actively in collaborative team discussions;
• Strong attention to detail, especially in data entry, recordkeeping, and financial tracking; and
• Proficiency in Microsoft Office Suite, especially Outlook, Word, and Excel.

Preferred Qualifications

• Experience supporting small business, entrepreneurship, or economic development programs;
• Exposure to or work with underserved business communities;
• Experience working with financial institutions, community lenders, or access-to-capital initiatives;
• Experience supporting program compliance or reporting requirements for federally funded or grant-supported programs;
• Experience drafting or helping develop communication materials such as success stories, program reports, or newsletters;
• Experience planning or providing logistical support for webinars, trainings, or community-facing events;
• Knowledge of small business development, entrepreneurship support services, or local economic ecosystems;
• Bilingual or multilingual communication skills preferred;
• Ability to support the preparation of public-facing materials like newsletters, client success stories, or program updates; and
• Familiarity with federal or state program requirements, particularly related to grants or contracts.

Posting Open Date: July 21, 2026

For Full Consideration, Apply by: August 4, 2026

Open Until Filled:Yes