ICAP Program Coordinator

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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: Remote Eligible; must reside in the state of Virginia

Sponsorship Eligibility: Not eligible for visa sponsorship

Pay Band: 03

Salary: Anticipated salary range $58,000-$62,000; commensurate with education and experience

Restricted: Yes

Criminal Background Check: Yes

About the Department:

The Virginia SBDC is an organization of 25 local Small Business Development Center offices across Virginia providing professional business counseling, training, and business resources to help grow and strengthen Virginia businesses.

The Innovation Commercialization Assistance Program (ICAP) is focused on helping Virginia-based technology and innovation-driven startups on their path to success. ICAP works with technology startups to provide support along their entire journey towards scaling-from the early idea stage, all the way through working on Series A level of funding and beyond. This is accomplished through experiential learning programs and one-on-one advising with a team of experienced entrepreneurs and intrapreneurs. These services are offered at no cost and all advising is confidential.

About the Position:

The ICAP Program Coordinator provides overall support and coordination for ICAP programming and operations, including course offerings and other events, check-in calls, and specialized advising sessions, as well as on-going program promotion. Duties include client coordination, program coordination, marketing and social media, and event planning and management.

Responsibilities:

Client Coordination:

• Recruits and intakes new clients: manages all administrative aspects of the application process for all program applicants, placement into bi-monthly cohorts, including facilitating ICAP mentor introductions;
• Assists with the identification and recruitment of program participants. Recruitment is done through the program website, social media, in person events, and external program referrals;
• Tracks client data: collects, tracks, and prepares reports on client impact data;
• Tracks ICAP mentor activity: tracks and prepares reports regarding advising hours provided by ICAP mentors and other mentor activities; and
• Performs data entry to update client coordination activities and outcomes in a central management system, as well as an internal tracking spreadsheet.

Program Coordination:

• Assists the Director of ICAP with new and ongoing operations. This includes coordinating participant monthly calls, setting up cohorts throughout the year, and one-on-one communications as needed, etc.;
• Responsible for the project management and coordination of multiple ICAP programmatic offerings, including the ICAP Lean Startup course, administrative and communications management with a team of 15+ ICAP mentors, virtual and in-person event logistics, and on-going program promotion;
• Manages programmatic experience of ICAP clients, ensuring program communication, expectations, deadlines, and next steps are clear, understood, and continually improving;
• Supports the Director of ICAP in administering technical assistance, outreach, communication, document review, and reporting to partners and funding sources;
• Generates reports: updates client profile data, manages required document filings, and other administrative duties. Reports include monthly program activity and end of year client success stories and outcomes;
• Creates and deploys surveys: reviews and revises impact and event participant surveys to assess, manage, and improve the experience of ICAP clients;
• Develops, expands, and strengthens relationships with ICAP clients and ICAP mentors meeting regularly and assessing needs and progress;
• Provides technical assistance to ICAP clients as needed, with online platforms to upload their work;
• Superior customer service skills and relationship management skills;
• Assists ICAP mentors, as needed, in their work with ICAP clients, primarily through coordination and administrative support;
• Contributes to Virginia SBDC management meetings, departmental committees, and other institutional team efforts, as needed, by providing program updates; and
• Performs other related duties as assigned by the Director of ICAP.

Marketing and Social Media:

• Responsible for website maintenance/updates and web content;
• Creates and distributes program communication plans and content;
• Marketing material creation and updates: Using various platforms, creates and updates program materials such as graphics, flyers, social media posts, as needed;
• Social media management: Assists with ICAP marketing and social media posting;
• Responsible for entire content and process to distribute a monthly ICAP e-newsletter to the ICAP client community including content creation, content selection management process, and distribution; and
• Creates and distributes announcements and routine procedural communications, as directed, in conjunction with ICAP and related programs.

Event Planning/Management:

• Plans in-person and virtual events: Assists in the planning and execution of ICAP events, such as course offerings, monthly calls, small group sessions, and partner gatherings;
• Manages virtual and in-person event logistics, including coordinating with local partners, providing training and instruction to local counterparts, as needed, and reports on any challenges, hinderances, or issues;
• Manages event communication to stakeholders (prior to and following events);
• Attends in-person and virtual events, as needed, to assist with logistical support;
• Markets events to specific audiences, primarily via email and social media;
• Emcees events, as needed; and
• Identifies, schedules, and prepares speakers for ICAP programming.

Required Qualifications:

• High school diploma or equivalent;
• Experience (typically 4+ years) supporting administrative responsibilities;
• Experience (typically 3+ years) coordinating client engagements and relationships;
• Experience (typically 3+ years) supporting virtual event planning and execution;
• Experience (typically 3+ years) maintaining a database of confidential client information;
• Experience (typically 1+ years) with website content development;
• Experience (typically 1+ years) with Microsoft software platforms;
• Experience (typically 1+ years) with digital meeting platforms, such as Zoom;
• Experience (typically 1+ years) communicating with tech entrepreneurs;
• Knowledge of program coordination;
• Knowledge of partner development and management;
• Knowledge of social media marketing practices and platforms, specifically LinkedIn;
• Superior customer service skills and relationship management skills;
• Excellent organizational skills;
• Strong interpersonal skills and ability to interact effectively with diverse executive stakeholders;
• Ability to strictly adhere to policies and procedures;
• Ability to effectively organize and demonstrate appropriate time management; and
• Demonstrated strong attention to detail.

Preferred Qualifications:

• Bachelor's degree in related field;
• Experience (typically 4+ years) creating and managing administrative processes;
• Experience (typically 3+ years) managing client engagement and relationships;
• Experience (typically 3+ years) organizing and managing virtual events;
• Experiment (typically 1+ years) with AI-enabled tools and/or develop AI-enabled workflows;
• Experience (typically 1+ years) advising business or technology entrepreneurs;
• Knowledge of venture capital, grant funding, and debt financing;
• Knowledge of entrepreneur support organizations; and
• Knowledge of Virginia's entrepreneurship ecosystem.

Instructions to Applicants:

For full consideration, applicants must apply for the ICAP Program Coordinator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Posting Open Date: October 6, 2026

For Full Consideration, Apply by: October 20, 2026

Open Until Filled: Yes