Small Business Program Coordinator

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Job Summary

The position of Small Business Program Coordinator within Procurement Services will report directly to the Tax Reporting and Small Business Program Manager. The coordinator will assist in managing and promoting small business participation in federal contracts, ensuring compliance with Federal Acquisition Regulations (FAR) and organizational policies. This role involves outreach to small businesses, tracking program metrics, supporting procurement processes, and coordinating activities to foster the inclusion of small businesses, including disadvantaged, women-owned, HUBZone, and service-disabled veteran-owned businesses.

Essential Job Duties

• Procurement Support:
  • Collaborate with the procurement team to identify opportunities for small business participation in solicitations and contracts.
  • Provide guidance to campus buyers with NAICS code verification and business size standards to ensure proper classification and eligibility of small business vendors.
  • Assist Small Business Program Manager with preparing small business subcontracting plans and reports as required by federal regulations.
  • Review solicitations and proposals to ensure compliance with small business requirements.
  • Validate small business status using Caltech's Supplier Diversity system and update supplier database accordingly.
  • Maintain appropriate documentation in suppliers' records for audit purposes.
  • Assist campus users with utilizing small businesses search tools and government sites.
• Program Support:
  • Promote awareness of small business resources and tools.
  • Identify opportunities to enhance program effectiveness and recommend process improvements.
  • Monitor and ensure compliance with FAR and other regulatory requirements related to small business utilization.
  • Maintain accurate and detailed records of small business training and program activities.
  • Attend industry events, small business expos, trade fairs, and networking sessions periodically.
  • Develop and maintain relationships with small business vendors and advocacy organizations.
  • Assist vendors in registering in the supplier diversity portal to facilitate their inclusion in procurement opportunities.
  • Verify suppliers' updated information and update the supplier database accordingly.
  • Communicate with vendor community related to registration process, status certification, and general small business inquiries.
• Training and Ongoing Improvements:
  • Provide training and guidance to internal staff and buyers on small business program requirements, best practices, and strategies for increasing small business participation.
  • rain internal staff in using query tools and government websites to search for small businesses.
  • Develop and maintain educational materials, including guides and checklists, to support training efforts.
  • Enhance website content, ensuring it includes up-to-date resources, and program information.
  • Attend regular webinars hosted by the Small Business Administration to stay informed on best practices, regulatory updates, and resources.
  • Stay updated on changes to FAR and other relevant regulations.
• Data Analysis and Reporting:
  • Track and analyze small business program performance metrics on current contracts.
  • Assist Smal Business Program Manager with required ISR and SSR reports to federal agencies through eSRS.
  • Provide performance scorecards to principal investigators.

Basic Qualifications

• Bachelor's degree in business administration or a related field.
• Minimum of 3 years of experience in small business programs, procurement, or federal contracting
• Strong understanding of Federal Acquisition Regulations (FAR) and federal contracting processes related to small business utilization.
• Experience working with small business categories (e.g., WOSB, VOSB, SDVOSB, HUBZone, etc.)
• Familiarity with federal reporting systems such as SAM.gov, eSRS, etc.
• Strong organizational skills with attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite and experience with procurement ERP and supplier database systems
• Collaborate closely with internal teams and external partners to support program goals and initiatives.

Remote Work

Payment Services currently offers its employees a remote work option, subject to institutional review.

• An approved remote work agreement is required.
• In accordance with Caltech's remote work guidelines, responsible for having a designated work area (home office) and for any costs related to remodeling and/or the initial setup of such designated workspace.
• Equipment needs for remote work are determined on a case-by-case basis.
• Experience with Zoom and other similar video/web conference software required.
• Report to the office as necessary by operational needs and provide in-office coverage as required.

Required Documents

• Resume.