Program Coordinator - Pre-Accelerators

Apply Description

*Cover letter and resume required to be considered for this position.

Build in Tulsa Background:

The mission of Build in Tulsa, LLC is to close the wealth gap in America by catalyzing multi-generational

wealth within overlooked communities through tech and entrepreneurship. Build in Tulsa is dedicated to providing underestimated entrepreneurs with the human, social, and financial capital needed for success in commercializing new products and services in the marketplace.

Build in Tulsa offers a suite of services, including training and workshops to prepare founders for accelerators, mentoring and networking events to foster connections with peers and strategic partners, and facilitating access to potential sources of capital. Build in Tulsa is also addressing barriers that many underrepresented entrepreneurs face by providing free coworking space, cost of living assistance, and funding for technology and other business-related awards.

Build in Tulsa Team Values:

• Innovation: Taking a forward-thinking approach to how Build in Tulsa operates to uniquely support our community.
• Resilience: Adapting quickly and evolving continuously to ensure that Build in Tulsa will endure and thrive beyond whatever we may encounter in an unknown tomorrow.
• Collaboration: Being a partner to our diverse entrepreneur and business community, whether that means mentor, supporter, side-by-side problem solver, idea bouncer, connection maker, or whatever else it takes to help them succeed.
• Respect: Honoring the history that Build in Tulsa is rooted in, and honoring the intelligence, hard work, and dedication that each Build in Tulsa community member puts into building their business.

Position Summary: We are seeking a highly organized and dynamic Program Coordinator to coordinate and execute the pre-accelerator programming. This role involves coordinating program logistics like calendar management and communication, engaging with participants, and data entry. You will be ensuring the seamless delivery of initiatives designed to support entrepreneurship and innovation.

This position requires full-time, hourly in-person attendance and follows a standard Monday through Friday schedule from 8:00 AM to 5:00 PM CT. Additionally, some weekend work will be required on Saturdays and Sundays as needed.

Requirements

Key Responsibilities:

Programming (40%):

• Assist with planning, coordinating, and executing pre-accelerator programming (e.g., BUILD UP and Pitch Competition) in collaboration with PMs and contracted program facilitators.
• Draft program briefs, timelines, outcome-tracking reports, and recap summaries, incorporating data analysis as needed.
• Develop and maintain communication cadences, sending emails to program applicants, intake participants, interview candidates, contestants, and other stakeholders.
• Coordinate the intake process, including scheduling interviews, documenting results, and reporting outcomes for assigned programs.
• Coordinate receipt collection and invoices for processing; track budget actuals, and maintain financial records for assigned programs.
• Enter and update program documentation weekly, including training hours, coaching sessions, and meeting notes.

Participant Engagement (30%):

• Act as the primary point of contact for program participants, ensuring clear communication and support within assigned programs.
• Provide participants with tailored guidance, resources, and support to enhance their success in the program.
• Organize and coordinate workshops, mentorship sessions, and networking opportunities to foster participant growth.
• Administer pre-program, mid-program, and post-program experience surveys, collecting and analyzing participant feedback.
• Coordinate pre-program, mid-program, and post-program assessments, synthesizing key insights and data for the recap report.

Event Coordination (10%):

• Plan, coordinate, and execute logistics for program-related events—including pitch competitions, workshops, and showcases.
• Work closely with marketing to develop and implement recruitment marketing strategies, event promotions, and registration processes.
• Oversee post-event evaluations to collect attendee feedback, analyze engagement metrics, and provide marketing summaries for continuous improvement.

Stakeholder Collaboration (10%):

• Build and nurture strong, ongoing relationships with mentors, judges, sponsors, and community partners to foster trust and collaboration.
• Proactively coordinate and align stakeholder involvement in program activities and events, working closely with the Community Engagement Manager or Program Manager to ensure smooth execution and participation.
• Regularly communicate program updates, outcomes, and key achievements to mentors, judges, sponsors, and community partners, ensuring transparency and alignment with stakeholder expectations.

Administrative Support (10%):

• Maintain accurate and up-to-date program documentation, ensuring all records are organized and in full compliance with organizational policies and procedures.
• Oversee and manage all program-related communications, including timely responses to emails and phone calls, and ensuring clear and consistent updates to all relevant stakeholders.
• Other duties as assigned.

Qualifications:

• Bachelor’s degree in Business Administration, Event Management, Entrepreneurship, or a related field.
• 2-3 years’ experience in program coordination, event planning, or project management, including managing multiple projects simultaneously and meeting deadlines.
• Demonstrates the ability to organize and prioritize tasks effectively, with a track record of managing competing deadlines and maintaining attention to detail.
• Strong communication and interpersonal skills.
• Proficiency in Google Workspace, project management tools, and payment reconciliation software.
• Passion for entrepreneurship, innovation, and community engagement.
• Proficient with CRM Tools or ability to learn new software quickly.

Preferred Qualifications:

• Experience working with startups, accelerators, or entrepreneurial ecosystems.

Hours & Location:

• This is a full-time, in-person position based in Tulsa, OK and will work out of the Build in Tulsa offices at 124 Reconciliation Way, Tulsa, OK 74103
• A typical week for this position is Monday – Friday from 8:00 a.m. – 5:00 p.m. and may require occasional evening or weekend hours to accommodate program activities, in person meetings, and events.
• Some travel may also be required.

About our Benefits

As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and generous retirement contributions designed to support you and your family.

Details:

• 100% employer-paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
• 401K employee and employer contributions
• Paid time off to support you while you are out of the office.
• Paid holidays so our employees can spend time with those they care about.
• Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.