Responsibilities

The Program Coordinator supports the Manager of Programs and Client Experience in executing all components of venture-focused programs. Main tasks include, but are not limited to, administrative duties, program component planning (coordination with mentors and clients, education workshop logistics, client project coordination), report administration to meet expectations for both organizational and funder requirements, record maintenance, event logistics and execution, and more.

Specific duties will include (but not limited to) the following:

Program Reporting & Communications Support

• Update and distribute surveys to clients via survey software (e.g., Wufoo), collect and compile survey data to report to Program Manager.
• Act on any follow up as outlined by Manager of Programs and Client Experience.
• Upon training, become proficient with the use of our internal CRM system for a variety of tasks.
• Data management – application review process, schedule and reach out to applicants for follow up interview.
• Liaise with Manager of Programs and Client Experience for growth coach pairing process.
• Communicate effectively, professionally, and pleasantly with clients, growth coaches, sponsors, community partners, etc. This includes careful attention to detail in email communication.
• Use phone, email, and virtual means to communicate important messaging when requested, and/or when Manager is unavailable.
• Electronically book meetings for the Manager, attending when requested to take notes, ensuring notes are subsequently filed and/or circulated appropriately, and any actionable items are added to the calendar.
• Keep track of meetings and activities, introductions, and referrals (other items as required).

Information/Technology Management

• Review and maintain client information; including telephone and email follow-ups to confirm existing information and collect missing information.
• Assist with general program administration.
• Ensure that all necessary information and documents are properly created, executed, and organized in our shared document repository (SharePoint) and in our CRM.
• Send and file contracts (DocuSign, Adobe Acrobat).
• Diligently keep program tracking tools (Notion, SharePoint, Google Drive, Excel documents, and CRM tracking) current.
• Coordinate logistics, test runs, and producer role for education workshops (Zoom & in-person).
• Communicate and coordinate with presenters and attendees to prepare all materials required to execute events and workshops.
• The Program Coordinator will be required to use several software systems on a regular basis, and must be comfortable and proficient in using the following:
  • Microsoft Office 365 (specifically SharePoint, PowerPoint, Excel, Word, Outlook)
  • CRM systems (Hubspot). We acknowledge every CRM is different. You will be provided training.
  • Online meeting applications such as Zoom, Microsoft Teams, etc. NOTE: Zoom proficiency is an absolute requirement.
  • Other web-based technologies used on a regular basis: Slack, Notion, Survey Monkey, Miro, DocuSign, Eventbrite, Mentimeter, etc.

Supporting Relationships

• Schedule meetings as required between Manager and clients and/or external partners
• Select and invite community leaders to judge pitch competitions. Support judges and clients as needed in preparation for these initiatives (e.g. practice sessions)
• Collect logos and social media information for client companies. Document detailed information and share with the communications team ensuring WEtech Alliance regularly follows, likes, and mentions our clients.
• Attend tradeshows/events on occasion representing WEtech Alliance and speak about all programs with confidence and understanding.
• Attend regular meetings with team and other departments to strengthen intra-organizational relationship and identify areas of collaboration.
• Contribute and communicate any important details with Manager.