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ICAP Program Coordinator

10002884

Fairfax, VA

Part-Time / Hourly Wage

Opening on: Jun 20 2025

Department: Office Rsrch Innov and Econ Impact/Mason Enterprise

Classification: GMU Worker

Job Category: Part-Time / Hourly Wage

Job Type: Part-Time

Work Schedule: Monday-Friday

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: Part-time, hourly wage

Salary: Salary commensurate with education and experience; anticipated hourly rate is $25-$30/per hour

Criminal Background Check: Yes

About the Department:

Virginia SBDC: The Virginia SBDC is an organization of 27 local Small Business Development Center offices across Virginia providing professional business counseling, training, and business resources to help grow and strengthen Virginia businesses.

ICAP: 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 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. 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 counseling sessions, as well as on-going program promotion.

Duties include client coordination, program coordination, marketing and social media, and event planning and management.

Duties and 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: Tracks and reports on impact by ICAP clients;
Tracks ICAP Mentor hours: Tracks and reports follow-on counseling hours by ICAP Mentors and other reporting; and
Performs data entry to update client coordination activities and outcomes in the central management system, as well as an internal tracking spreadsheet.

Program Coordination

Assists Director with new and ongoing operations. This includes, coordinating monthly calls of participants, setting up cohorts throughout the year, and one-on-one communications as needed, etc;
Responsible for the project management and coordination for all ICAP programming and operations, including course offerings, administrative and communications management of team of 15+ ICAP Mentors, events logistics, and on-going program promotion.
Supports the Director in administering technical assistance, outreach, communications, document review, and reporting to partners and funding sources;
Generates reports; updates client profiles to track attendance, required document filings, and ongoing work. 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 and assess results of ICAP teams’ experience;
Tracks program operations and ensure deadlines are met: Engages with ICAP companies to track their status in the program, ensures they are meeting deadlines, and compiling action items assigned by their ICAP Mentor;
Develops, expands, and strengthens relationships with ICAP teams and ICAP Mentors - meets regularly and assesses needs and progress;
Provides technical assistance to ICAP clients, as needed, with the online platforms to upload their work;
Assists ICAP Mentors, as needed, in their work with ICAP teams, primarily through coordination and administrative support;
Contributes to VA SBDC management meetings, departmental committees, and other institutional team efforts, as needed, by providing program updates on events and outcomes; and
Performs other related duties as assigned by the Director.

Marketing and Social Media

Responsible for website maintenance/updates and web content;
Leverages AI tools to enhance program communications and processes;
Social media management: Assists with ICAP marketing and social media posting;
Marketing material creation and updating: Using various platforms, creates and updates program materials, such as graphics, flyers, social media posts, as needed;
Responsible for entire content and process of newsletter creation and management; creates ICAP digital marketing e-newsletter for ICAP community monthly e-news; and specialized partner quarterly for potential referral organizations, as needed; and
Creates and sends out announcements and routine procedural communications, as directed, in conjunction with ICAP and related programs.

Event Planning/Management:

Planning in-person and virtual events: Assists in the planning and execution of ICAP events, such as course offerings, monthly calls, reunions, small group sessions, and partner gatherings. Sends communications, assists with event logistics, and tracks attendance for both in-person and virtual programming;
Attends in-person and virtual sessions, as needed, to assist with logistical support;
Markets events to specific audiences, primarily via email and social media;
Hosts and emcees events;
Events communications, including coordinating how to communicate to a broader audience;
Identify, schedule, and prepare speakers for ICAP programming; and
Assists with remote logistics for ICAP courses and events including coordinating with local partners, providing training and instruction to local counterparts, as needed, and reporting any problems or issues to ICAP managers in a timely fashion.

Required Qualifications:

Bachelor’s degree in related field or the equivalent combination of education and experience;
Knowledge of program coordination;
Knowledge of partner development and management;
Understanding of Microsoft software platforms;
Knowledge of AI tools and resources;
Knowledge of social media marketing practices and platforms, specifically LinkedIn;
A/V knowledge and skills;
Superior customer service skills; relationship management skills;
Skill in event planning;
Excellent organizational skills;
Strong interpersonal skills and ability to interact effectively with a diverse management team;
Ability to strictly adhere to policies and procedures;
Ability to effectively organize and demonstrate appropriate time management;
Demonstrated, strong attention to detail; and
Professional work experience where responsible for organizing and coordinating events and/or programs.

Preferred Qualifications:

Considerable professional work experience where responsible for organizing and coordinating events and/or programs (generally four or more years).

Instructions to Applicants:

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

Posting Open Date: June 20, 2025

For Full Consideration, Apply by: July 3, 2025

Open Until Filled: Yes

Mason Ad Statement

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason’s diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.

If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at jobs.gmu.edu/!

George Mason University, Where Innovation is Tradition.

Equity Statement

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

Campus Safety Information

Mason’s Annual Security and Fire Safety Report is available at http://police.gmu.edu/annual-security-report/

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ICAP Program Coordinator