Description of Position The Yavapai College Small Business Development Center is seeking an organized, customer-focused Program Administrator to support the SCALE-funded Yavapai County Supplier Readiness Initiative. The project helps local manufacturers strengthen their operations, prepare for buyer requirements, and pursue supply chain opportunities.
Working under the SBDC Director and closely with the Supplier Development Specialist and SBDC business analysts, this position coordinates participant intake, appointments, partner communications, workshops, buyer forums, and program records. The administrator supports a caseload of 25 manufacturers and helps maintain the documentation needed for grant reporting. Individualized business advising and technical assessments are provided by the project’s specialist and business analysts. The Director sets weekly priorities and adjusts assignments to fit the part-time work schedule.
*Grant-funded position, continued employment is contingent on funding and college approval.
Duties
- Maintain the project contact directory with verified contacts, relationship owners, meeting dates, commitments, status, next actions, and due dates. Keep confidential manufacturer records separate from the general directory.
- Maintain a separate manufacturer recruitment pipeline, tracking prospects, screening, eligibility review, enrollment, and follow-up. Support approved outreach calls, collect intake documents, and schedule screening with project staff.
- Schedule on-site assessments, advising appointments, reassessments, and partner meetings around participant production schedules and staff availability. Send reminders and prepare materials.
- Coordinate logistics for 12 supplier readiness workshops and two buyer forums, including rooms, registration, virtual access, materials, attendance, evaluations, and approved event purchases.
- Maintain participant and milestone trackers using technical staff’s assessment findings. Track assessments due within three months of enrollment, improvement plans due within 30 days of assessment, and reassessment dates; flag delays to the Project Director.
- Coordinate partner referrals, documenting participant permission, introductions, agreed services, due dates, and completion feedback. Follow up at 14 days and escalate unresolved referrals at 30 days; route technical updates to the specialist.
- Maintain the performance dashboard and collect supporting evidence for readiness improvements, certifications, cybersecurity readiness, financing, equipment or systems, buyer meetings, contracts, and jobs. Reconcile records with the client management system for staff review.
- Arrange partner and quarterly Advisory Committee meetings; prepare agendas and materials, record minutes, draft meeting recaps for review, and track commitments and action items. Maintain approved participant and partner communications.
- Support purchasing, travel, invoices, and event expenses through College procedures; organize supporting documentation for review by the Project Director and Business Office.
- Maintain confidential business information, orderly electronic files, and required time and effort records. Follow College, SBDC, and grant recordkeeping procedures.
- Coordinate buyer meeting schedules, introductions, registration materials, attendance, and follow-up records. Collect capability statements and buyer requirements for technical staff review; flag uncertain buyer participation 60 days before a forum.
- Maintain the master project calendar with reporting dates confirmed by Grants, internal review deadlines, workshops, forums, partner meetings, and participant milestones. Send reminders and retain report submission confirmations.
- Prepare concise weekly status updates showing recruitment progress, upcoming activities, overdue referrals, missing records, and decisions needed. Maintain the action log and record corrective actions approved by the Director.
- Assemble monthly review packets with performance data, expense documentation, and outstanding items for the Director, Grants, and Business Office. Track approved purchases and invoices without authorizing expenditures or budget changes.
- Document partner service scope, capacity, fees, eligibility requirements, and named contacts. Organize agreements and route them for authorized review and signature; track renewals and outstanding commitments.
- Support assessment pilots and new staff onboarding by arranging visits and partner introductions, preparing approved forms, tracking system access requests, and organizing orientation materials.
- Maintain an organized shared repository of current forms, workshop materials, approved outreach templates, buyer requirements, and project procedures. Archive superseded versions and follow confidentiality and retention requirements.
- Support project sustainability and closeout by organizing reusable tools, partner records, outstanding referrals, and ongoing case handoff lists. Compile documentation requested for final reports and future funding proposals.
- Perform other administrative duties of similar scope that support SCALE, as prioritized by the Project Director within the part-time work schedule.
Minimum Expectations & Requirements
- Associate degree and two years of administrative, program coordination, or office management experience; or an equivalent combination of education and experience totaling four years.
- Ability to manage multiple schedules, deadlines, and records independently with accuracy and consistent follow-through.
- Proficiency with Microsoft Office, especially Excel, and experience using databases or client management systems.
- Clear written and verbal communication, strong customer service skills, and comfort making outreach calls to business owners and partners.
- Ability to protect confidential information, exercise sound judgment, and collaborate with staff and external partners.
- Valid Arizona driver’s license and ability to travel within Yavapai County for project activities.
Preferred Skills & Abilities
- Experience supporting grant-funded programs, tracking outcomes, or preparing reporting documentation.
- Experience coordinating workshops, events, or programs serving business owners; familiarity with manufacturing, skilled trades, or Yavapai County’s business community.
- Experience with an SBDC, community college, chamber, workforce program, or economic development organization; familiarity with Neoserra and Banner or comparable systems.
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. Work is primarily office based, with travel within Yavapai County and occasional early or evening hours for workshops and events. 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.