Small Business Program Coordinator

Caltech; Pasadena (CA); Remote; USD 80,000 - 100,000; Full time

Job summary

An established industry player is seeking a Small Business Program Coordinator to enhance small business participation in federal contracts. This role involves collaborating with procurement teams, ensuring compliance with federal regulations, and promoting small business resources. The ideal candidate will possess a strong understanding of federal contracting processes and excellent communication skills. Join a diverse and innovative community committed to fostering small business inclusion and making a significant impact in the industry. This position offers a competitive hourly wage and the opportunity for remote work, making it an exciting opportunity for those passionate about supporting small businesses.

Benefits

Health insurance

Dental insurance

Vision insurance

Retirement savings plans

Generous paid time off

Tuition reimbursement

Onsite counseling

Qualifications

• 3+ years of experience in small business programs or federal contracting.
• Strong understanding of FAR and procurement processes.
• Excellent organizational and communication skills.

Responsibilities

• Assist in managing small business participation in federal contracts.
• Promote awareness and compliance with small business resources.
• Track and analyze small business program performance metrics.

Skills

Federal Acquisition Regulations (FAR)

Procurement processes

Data analysis

Microsoft Office Suite

Communication skills

Education

Bachelor’s degree in business administration

Tools

Procurement ERP systems

Supplier diversity systems

Zoom

Job description

Join to apply for the Small Business Program Coordinator role at Caltech

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The position of Small Business Program Coordinator within Procurement Services will report directly to the Tax Reporting and Small Business Program Manager. The coordinator will assist in managing and promoting small business participation in federal contracts, ensuring compliance with Federal Acquisition Regulations (FAR) and organizational policies. This role involves outreach to small businesses, tracking program metrics, supporting procurement processes, and coordinating activities to foster the inclusion of small businesses, including disadvantaged, women-owned, HUBZone, and service-disabled veteran-owned businesses.

Essential Job Duties

1. Procurement Support:
   • Collaborate with the procurement team to identify opportunities for small business participation in solicitations and contracts.
   • Provide guidance to campus buyers with NAICS code verification and business size standards to ensure proper classification and eligibility of small business vendors.
   • Assist Small Business Program Manager with preparing small business subcontracting plans and reports as required by federal regulations.
   • Review solicitations and proposals to ensure compliance with small business requirements.
   • Validate small business status using Caltech’s Supplier Diversity system and update supplier database accordingly.
   • Maintain appropriate documentation in suppliers’ records for audit purposes.
   • Assist campus users with utilizing small businesses search tools and government sites.
2. Program Support:
   • Promote awareness of small business resources and tools.
   • Identify opportunities to enhance program effectiveness and recommend process improvements.
   • Monitor and ensure compliance with FAR and other regulatory requirements related to small business utilization.
   • Maintain accurate and detailed records of small business training and program activities.
   • Attend industry events, small business expos, trade fairs, and networking sessions periodically.
   • Develop and maintain relationships with small business vendors and advocacy organizations.
   • Assist vendors in registering in the supplier diversity portal to facilitate their inclusion in procurement opportunities.
   • Verify suppliers’ updated information and update the supplier database accordingly.
   • Communicate with vendor community related to registration process, status certification, and general small business inquiries.
3. Training and Ongoing Improvements:
   • Provide training and guidance to internal staff and buyers on small business program requirements, best practices, and strategies for increasing small business participation.
   • Train internal staff in using query tools and government websites to search for small businesses.
   • Develop and maintain educational materials, including guides and checklists, to support training efforts.
   • Enhance website content, ensuring it includes up-to-date resources, and program information.
   • Attend regular webinars hosted by the Small Business Administration to stay informed on best practices, regulatory updates, and resources.
   • Stay updated on changes to FAR and other relevant regulations.
4. Data Analysis and Reporting:
   • Track and analyze small business program performance metrics on current contracts.
   • Assist Small Business Program Manager with required ISR and SSR reports to federal agencies through eSRS.
   • Provide performance scorecards to principal investigators.

Basic Qualifications

• Bachelor’s degree in business administration or a related field.
• Minimum of 3 years of experience in small business programs, procurement, or federal contracting.
• Strong understanding of Federal Acquisition Regulations (FAR) and federal contracting processes related to small business utilization.
• Experience working with small business categories (e.g., WOSB, VOSB, SDVOSB, HUBZone, etc.).
• Familiarity with federal reporting systems such as SAM.gov, eSRS, etc.
• Strong organizational skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and experience with procurement ERP and supplier database systems.
• Collaborate closely with internal teams and external partners to support program goals and initiatives.

Remote Work

Payment Services currently offers its employees a remote work option, subject to institutional review.

• An approved remote work agreement is required.
• In accordance with Caltech’s remote work guidelines, responsible for having a designated work area (home office) and for any costs related to remodeling and/or the initial setup of such designated workspace.
• Equipment needs for remote work are determined on a case-by-case basis.
• Experience with Zoom and other similar video/web conference software required.
• Report to the office as necessary by operational needs and provide in-office coverage as required.

Required Documents

• Resume.

Hiring Range

$39.50 - $42.00 Per Hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at