DreamBuilder Program Assistant

Description of Position The Yavapai College Small Business Development Center is seeking an organized, customer-focused DreamBuilder Program Assistant to provide administrative, operational, and participant support for the DreamBuilder entrepreneurship education program. This in-person position is based at the Prescott Valley Center and offers a flexible, part-time work schedule. This is a program support role only. The assistant helps participants access training and program resources but does not provide counseling, advising, or individualized business guidance.

The DreamBuilder Program Assistant serves as a primary point of contact for prospective and enrolled participants and provides administrative support throughout the cohort cycle, including inquiries, enrollment, onboarding, routine progress follow-up, participant communications, completion, and Launch Day. The assistant also coordinates logistics for virtual and in-person activities, outreach events, and community engagement.

Working under the direction of the DreamBuilder Program Manager and in coordination with the SBDC team, the Program Assistant helps provide a consistent, welcoming participant experience and maintains records and documentation needed to demonstrate program results. The assistant does not counsel or advise participants. Questions requiring individualized business guidance are referred to an appropriate SBDC business analyst.

Essential Functions To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide day-to-day administrative and operational support for the DreamBuilder program and its participant cohorts.
• Serve as an initial point of contact for prospective and enrolled participants, respond to routine questions, and provide timely follow-up.
• Support participant intake, enrollment, orientation, onboarding, and completion of required forms and documentation.
• Maintain accurate and confidential participant records and track enrollment, attendance, course progress, completion, business milestones, and other required outcomes.
• Monitor participant progress and follow up with individuals who need assistance re-engaging with the program.
• Coordinate scheduling and logistics for office hours, cohort activities, workshops, outreach events, and DreamBuilder Launch Day celebrations.
• Prepare participant communications, schedules, presentations, materials, surveys, certificates, and event documents.
• Support participant recruitment and community outreach in coordination with the DreamBuilder Program Lead, the SBDC team, Yavapai College Marketing, and community partners.
• Compile information and supporting documentation for internal, MOU, grant, and program reports.
• Refer individuals seeking individualized business assistance to the appropriate SBDC business analyst and assist with appointment scheduling. This position does not provide business counseling.
• Coordinate administrative processes with the SBDC Program Assistant and other Yavapai College departments.
• Use College and program systems to maintain calendars, files, communications, registrations, and program data.
• Maintain confidentiality and comply with Yavapai College, SBDC, and program recordkeeping requirements.
• Provide occasional support at off-site or evening program events, as assigned.
• Perform other duties of similar scope and complexity as assigned.

Knowledge Skills and Abilities Knowledge

• General office, administrative, and program coordination practices.
• Customer service principles and professional written and verbal communication.
• Microsoft Office Suite, virtual collaboration platforms, and standard office technology.
• Basic understanding of entrepreneurship, small business, workforce, or educational programs.
• Recordkeeping, confidentiality, and data-quality practices.

Skills

• Organization, time management, and follow-through.
• Customer service and relationship building with participants and community partners.
• Accurate data entry, file maintenance, tracking, and report preparation.
• Event, meeting, and schedule coordination.
• Managing multiple priorities and deadlines with attention to detail.

Abilities

• Work independently, exercise sound judgment, and collaborate effectively as part of a team.
• Communicate clearly and respectfully with participants from varied backgrounds and at different stages of business development.
• Maintain confidentiality, professionalism, and appropriate role boundaries.
• Learn new systems and adapt to changing priorities.
• Create a welcoming and inclusive participant experience.
• Travel occasionally within the College service area and support occasional evening activities, as assigned.

Minimum Expectations & Requirements

• Associate degree or an equivalent combination of education and experience.
• Two years of administrative, program coordination, customer service, office management, or closely related experience.
• Demonstrated organizational and time-management skills.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple assignments with accuracy and attention to detail.
• Proficiency with Microsoft Office Suite and standard office technology.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.

Preferred Skills & Abilities

• Spanish-language speaking and writing proficiency.
• Bachelor's degree.
• Experience in a community college, higher education, workforce development, entrepreneurship, or small-business support environment.
• Experience coordinating participant-based programs, cohorts, workshops, or community events.
• Experience maintaining program data and contributing to grant, contract, or outcome reporting.

Essential Functions The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit and communicate; frequently required to use hands to handle or operate office equipment; and occasionally required to stand, walk, and reach with hands and arms. The employee must frequently lift or move up to 10 pounds and occasionally lift or move up to 25 pounds. Specific vision abilities include close vision and the ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those encountered while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level is usually quiet. Work may occur at multiple Yavapai College or community locations and may occasionally include evening activities.

Benefits

Yavapai College offers its employees a comprehensive benefit package:

• Other Insurance Coverage: Workers' Compensation (compensation, medical expenses and death benefits for on-the-job injuries or occupational diseases)
• Unemployment Compensation: Employees who are laid off or terminated may receive benefits if covered wages meet requirements
• Direct Deposit: Paychecks deposited directly into the employee's bank account(s).
• Additional Benefits and Services: Local community discounts to faculty and staff, mail and notary service.