SBDC Program and Grants Coordinator

SBDC Program and Grants Coordinator

Hiring Department

The University of Texas Permian Basin's College of Business Department welcomes applications for the position of SBDC Program and Grants Coordinator

Salary Range

$46,800.00 depending on qualifications

Essential Functions

The SBDC Program and Grants Coordinator supports the Small Business Development Center by coordinating program operations, grant and budget administration, reporting, office systems, and assigned staff workflows. The position works with the SBDC Director, College of Business, Finance, Grants, Procurement, and other University partners to maintain accurate records, meet sponsor and institutional deadlines, support responsible use of grant funds, and ensure consistent delivery of SBDC programs and services.

Program Operations and Director Support

1. Coordinate daily SBDC program and administrative operations, including schedules, priorities, procedures, records, and recurring deliverables established by the SBDC Director.

2. Provide advanced administrative and program support to the SBDC Director; assist with planning, implementing, and evaluating approved programs, projects, goals, and operating procedures.

3. Prepare correspondence, presentations, program materials, email communications, social media content, and Canva or comparable visual materials in support of SBDC services and initiatives.

Grant, Budget, Purchasing, and Travel Coordination

4. Coordinate administrative requirements for assigned federal, state, local, and other grant or subaward funding; maintain award documentation, calendars, deliverables, and supporting records.

5. Monitor assigned budgets and expenditures; prepare budget-status information, revision requests, reconciliations, purchase requisitions, invoices, purchasing-card documentation, and travel records for review and approval.

6. Assist with proposal, renewal, and funding documentation; research purchase options and coordinate with Finance, Grants, Procurement, and other authorized offices to resolve discrepancies and maintain compliant records.

7. Support annual budget planning by compiling historical activity, projected needs, and grant requirements and by preparing recommendations for the SBDC Director.

Program Data, Financial Reporting, and Compliance Support

8. Develop and maintain systems, procedures, and records for program activity, client services, grant deliverables, budget status, purchasing, and office operations.

9. Collect, verify, reconcile, compile, and analyze program and financial data; prepare recurring statistical, narrative, budget-status, and sponsor reports for leadership review and authorized submission.

10. Monitor reporting schedules and grant deadlines; identify missing, inconsistent, or potentially noncompliant information and coordinate correction or escalation through established channels.

11. Support internal controls by reviewing assigned transactions and documentation, maintaining audit-ready records, and reporting discrepancies to the SBDC Director and appropriate University offices.

Office Operations and Functional Staff Coordination

12. Organize office procedures, forms, files, supplies, equipment, service workflows, and administrative coverage to support efficient SBDC operations.

13. Provide day-to-day functional supervision and training for assigned clerical staff, student workers, or temporary support; delegate tasks, monitor work quality and deadlines, and provide performance input through established University processes.

14. Process and verify forms, time sheets, data entries, and other administrative transactions for accuracy, completeness, and compliance with established procedures.

Records, Confidentiality, and Continuous Improvement

15. Maintain confidential program, personnel, client, grant, and financial records in approved systems and disclose information only for legitimate University business purposes.

16. Conduct research, identify recurring operational or reporting issues, and recommend practical improvements to procedures, records, reports, communication, and service delivery.

17. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.

Required Qualifications

1. Bachelor's degree from an accredited college or university in business administration, accounting, finance, management, public administration, or a related field.

2. Two (2) years of experience in program coordination, office operations, grant administration, budget or financial support, business administration, or a related field.

3. Experience monitoring budgets or expenditures and preparing reconciliations, purchasing, travel, invoice, or financial-support documentation.

4. Experience compiling and validating program or financial data and preparing recurring statistical, narrative, budget, or compliance reports.

5. Experience using spreadsheets, databases, office productivity software, and digital communication or design tools to maintain records and prepare program materials.

6. Experience handling confidential information and coordinating multiple deadlines, records, or administrative workflows.

Preferred Qualifications

1. Experience supporting a Small Business Development Center, economic-development organization, grant-funded program, or comparable public-service program.

2. Experience with federal or state grants, subawards, sponsor reporting, audit preparation, or compliance documentation.

3. Experience using an SBDC client-management or reporting system, PeopleSoft, an enterprise financial system, or comparable program and business systems.

4. Experience providing day-to-day work direction, training, or quality review for clerical staff, student workers, interns, or temporary employees.

5. Experience supporting program communications, email marketing, social media, newsletters, websites, or Canva or comparable design tools.

6. Bilingual proficiency in English and Spanish.

Additional Information

Required Application Materials

1. Cover Letter
2. Résumé
3. List of References
4. Transcripts (Preferred)
5. Letters of Recommendation (Preferred)

Conditions of Employment

1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
2. Employment is subject to an introductory period to monitor employee performance.
3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver's license. Must have and maintain a satisfactory driver's record.
5. Employment is contingent upon a successful background check.
6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Schedule

Generally, the normal work hours for the university are Monday through Thursday, 7:30 – 5:30 pm; Friday, 8:00 am – 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.

Standard Working Conditions

1. Able to lift various materials up to 25 pounds on an occasional basis.
2. Able to bend, crouch, and reach continuously.
3. Physically able remain seated, frequently to continuously.
4. Able to remain standing up to 15% of the time.
5. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.
6. Standard working conditions may differ depending on department and occupation

University Benefits

1. UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.
2. Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.
3. You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.
4. Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!
5. Our benefits package, along with an ample leave policy, make for a great total compensation package.

About the University

The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country – full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin – which every year, delivers smart, savvy leaders across the U.S.

As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas.

Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.
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Thank you for your consideration in today's job market. We look forward to connecting with you more in the future.

To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=10&JobOpeningId=16310&PostingSeq=1&SiteId=1&languageCd=ENG&FOCUS=Applicant

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