Operations Coordinator

Description

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.

Job Duties

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.

Skills Required

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)

Work Schedule

M-F, 9a-5p, occasional evenings and weekends

Additional Info

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.