SBDC Program and Grants Coordinator

UT Tyler; Town of Texas (WI); On-site; USD 55,000 - 85,000; Full time

Job summary

The University of Texas Permian Basin College of Business invites applications for SBDC Program and Grants Coordinator to support grant administration, budgeting, reporting, and office operations for the Small Business Development Center.

The role collaborates with the SBDC Director and university partners to maintain records, meet sponsor deadlines, and ensure compliant, efficient delivery of services; requires a bachelor's degree and at least two years of relevant experience.

Qualifications

• Bachelor's degree in a related field is required.
• At least two years of program coordination, office operations, or grant/budget administration experience.
• Experience monitoring budgets and preparing reconciliations.
• Experience compiling program or financial data and preparing reports.
• Experience using spreadsheets, databases, and office software to create materials.
• Ability to handle confidential information and manage multiple deadlines.

Responsibilities

• Coordinate daily SBDC program operations and schedules.
• Provide administrative support to the SBDC Director.
• Prepare correspondence, presentations, and Canva materials.
• Manage grant documentation, budgets, and travel records.
• Monitor reporting schedules and sponsor deadlines.
• Supervise clerical staff and coordinate workflows.
• Maintain confidential records and ensure audit readiness.

Skills

Program coordination

Office operations

Grant administration

Budget/financial support

Documentation and records management

Multitasking and deadline coordination

Education

Bachelor's degree in business administration, accounting, finance, management, public administration, or related field

Tools

PeopleSoft

SBDC client-management system

Enterprise financial system

Canva

Spreadsheets

Job description

The University of Texas Permian Basin's College of Business Department welcomes applications for the position of SBDC Program and Grants Coordinator

Salary Range

Essential Functions

The SBDC Program and Grants Coordinator supports the Small Business Development Center by coordinating program operations, grant and budget administration, reporting, office systems, and assigned staff workflows. The position works with the SBDC Director, College of Business, Finance, Grants, Procurement, and other University partners to maintain accurate records, meet sponsor and institutional deadlines, support responsible use of grant funds, and ensure consistent delivery of SBDC programs and services.
Program Operations and Director Support
1. Coordinate daily SBDC program and administrative operations, including schedules, priorities, procedures, records, and recurring deliverables established by the SBDC Director.
2. Provide advanced administrative and program support to the SBDC Director; assist with planning, implementing, and evaluating approved programs, projects, goals, and operating procedures.
3. Prepare correspondence, presentations, program materials, email communications, social media content, and Canva or comparable visual materials in support of SBDC services and initiatives.
Grant, Budget, Purchasing, and Travel Coordination
4. Coordinate administrative requirements for assigned federal, state, local, and other grant or subaward funding; maintain award documentation, calendars, deliverables, and supporting records.
5. Monitor assigned budgets and expenditures; prepare budget-status information, revision requests, reconciliations, purchase requisitions, invoices, purchasing-card documentation, and travel records for review and approval.
6. Assist with proposal, renewal, and funding documentation; research purchase options and coordinate with Finance, Grants, Procurement, and other authorized offices to resolve discrepancies and maintain compliant records.
7. Support annual budget planning by compiling historical activity, projected needs, and grant requirements and by preparing recommendations for the SBDC Director.
Program Data, Financial Reporting, and Compliance Support
8. Develop and maintain systems, procedures, and records for program activity, client services, grant deliverables, budget status, purchasing, and office operations.
9. Collect, verify, reconcile, compile, and analyze program and financial data; prepare recurring statistical, narrative, budget-status, and sponsor reports for leadership review and authorized submission.
10. Monitor reporting schedules and grant deadlines; identify missing, inconsistent, or potentially noncompliant information and coordinate correction or escalation through established channels.
11. Support internal controls by reviewing assigned transactions and documentation, maintaining audit-ready records, and reporting discrepancies to the SBDC Director and appropriate University offices.
Office Operations and Functional Staff Coordination
12. Organize office procedures, forms, files, supplies, equipment, service workflows, and administrative coverage to support efficient SBDC operations.
13. Provide day-to-day functional supervision and training for assigned clerical staff, student workers, or temporary support; delegate tasks, monitor work quality and deadlines, and provide performance input through established University processes.
14. Process and verify forms, time sheets, data entries, and other administrative transactions for accuracy, completeness, and compliance with established procedures.
Records, Confidentiality, and Continuous Improvement
15. Maintain confidential program, personnel, client, grant, and financial records in approved systems and disclose information only for legitimate University business purposes.
16. Conduct research, identify recurring operational or reporting issues, and recommend practical improvements to procedures, records, reports, communication, and service delivery.
17. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.

Required Qualifications

1. Bachelor's degree from an accredited college or university in business administration, accounting, finance, management, public administration, or a related field.
2. Two (2) years of experience in program coordination, office operations, grant administration, budget or financial support, business administration, or a related field.
3. Experience monitoring budgets or expenditures and preparing reconciliations, purchasing, travel, invoice, or financial-support documentation.
4. Experience compiling and validating program or financial data and preparing recurring statistical, narrative, budget, or compliance reports.
5. Experience using spreadsheets, databases, office productivity software, and digital communication or design tools to maintain records and prepare program materials.
6. Experience handling confidential information and coordinating multiple deadlines, records, or administrative workflows.

Preferred Qualifications

1. Experience supporting a Small Business Development Center, economic-development organization, grant-funded program, or comparable public-service program.
2. Experience with federal or state grants, subawards, sponsor reporting, audit preparation, or compliance documentation.
3. Experience using an SBDC client-management or reporting system, PeopleSoft, an enterprise financial system, or comparable program and business systems.
4. Experience providing day-to-day work direction, training, or quality review for clerical staff, student workers, interns, or temporary employees.
5. Experience supporting program communications, email marketing, social media, newsletters, websites, or Canva or comparable design tools.
6. Bilingual proficiency in English and Spanish.

Additional Information

Required Application Materials

1. Cover Letter
2. Résumé
3. List of References
4. Transcripts (Preferred)
5. Letters of Recommendation (Preferred)

Conditions of Employment

1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
2. Employment is subject to an introductory period to monitor employee performance.
3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license. Must have and maintain a satisfactory driver’s record.
5. Employment is contingent upon a successful background check.
6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex,