OPERATIONS COORDINATOR

A. JOB SUMMARY

The Operations Coordinator is the administrative backbone of CIC’s office. This is a front desk position that will be part office manager, part receptionist and part t-crosser and i-dotter. The position will report to and their performance will be evaluated by the Director of Lending and Operations, although will work closely with all staff. This position primarily works weekdays with occasional responsibilities on evenings.

The ideal candidate will have strong organizational and customer service skills, an interest in business and entrepreneurship and willingness to serve our growing community. The ideal candidate would work full time in this position.

B. DUTIES AND RESPONSIBILITIES

Within the limits of the CIC’s programs, policies, procedures, and budget, the Operations Coordinator is responsible for and has authority to perform the duties listed below:

Client and Program Support

  • Client and Program Support
  • Provide exceptional customer service by phone, email and to in person visitors, volunteers and clients
  • Assist clients in finding/navigating CIC programs and services
  • Manage the “Collaborative” space and programs
  • Manage Office Hours program, including coordination of volunteers
  • Plan and execute the bi-annual resource fair and other events as needed (graduations, alumni reunions, resource fairs, Tom Tom etc.)
  • Coordinate CIC role in Charlottesville Entrepreneurs and Espresso (CE-2)
  • Support administration of targeted grant programs
  • Assist with entrepreneur workshop recruitment- sends emails to leads

Operations

  • Respond to client and partner inquiries (front desk, phone calls, emails, etc.)
  • Record and deposit incoming payments
  • Coordinate with property manager on office management issues
  • Schedule and manage setup of conference and meeting rooms in collaboration with the SBDC Clients Service Coordinator
  • Maintain common areas, storage, and supplies
  • Coordinate technology maintenance and support with IT service providers
  • Document office operations, event checklists, and event timelines
  • Ensure front desk coverage during regular business hours
  • Assist with onboarding of new employees
  • Manage internship program including coordination of recruitment, hiring, onboarding and day to day supervision of interns
    • Responsible for recruitment deadlines
    • Coordinate intern needs with other departments
    • Edit job descriptions as needed
    • Train new interns
    • Supervise and assign other supervisors depending on the role
    • Responsible for offboarding including exit survey

Executive Assistant

Provide administrative support to the organization’s President including:

  • Provide administrative support to the organization’s President including:
  • Managing and scheduling meetings
  • Coordinating logistics for meeting setup including technology, reminders, food, etc.
  • Gathering/collecting information from staff and partners
  • Answering or directing inquiries to the appropriate place in the organization
  • Compiling reports or requests for information as needed

The Operations Coordinator will have an opportunity to grow their responsibilities based on their
skills, abilities and the needs of the organization.

C. REQUIRED QUALIFICATIONS

  • Highly organized and detail-oriented
  • Strong communication and interpersonal skills to effectively engage with diverse stakeholders, including team members, entrepreneurs, volunteers, partners, and industry professionals.
  • Must be able to work in a fast-paced environment and be adaptable to change
  • Must be able to work independently to manage multiple activities, prioritize tasks, and resolve problems.
  • Ability to prioritize and manage various tasks
  • Proficiency in Microsoft Office (Excel, Word, and Outlook), Google SuiteComfort and ability to learn new systems (Quickbooks, Salesforce, Mailchimp,Lenderfit)

D. PREFERRED QUALIFICATIONS

  • Have a passion for small business/entrepreneurship, creating a more equitable ecosystem for entrepreneurs of diverse backgrounds
  • Basic bookkeeping knowledge and comfort with accounting systems
  • Experience working with or servicing under-resourced or under-served populations.

E. COMPENSATION

Full time compensation of $40,000 to $46,000 annually plus health insurance, dental insurance, and retirement benefit.

HOW TO APPLY:

Please send a cover letter and resume to carolina@cicville.org. Priority consideration will be given to resumes received by May 10, 2024, and resumes will be accepted until the position is filled. Target start date is in late May/early June.

Together we are strengthening our community.