Program Operations Associate (Job Code 1840)

Job Description

As the Arts Commission’s Program Operations Associate, you will **** play an essential role within the SFAC program team, deploying a broad array of resources including grants, public programs and public art. Under the supervision of a Program Officer, you will build, expand and improve operations data and systems, increasing operational efficiency, insights and shared learning that is grounded in thoughtful and accurate analysis.

Additionally, this position plays a key role in the collection, review and distribution of applicant and grantee materials, ensuring timely progress from opportunity and award, to contracting, program delivery and assessment. The associate’s work is necessary and will provide value to the agency and its beneficiaries.

** Examples of important and essential functions of this position include**

Collaboration and Teamwork

-Build on existing relationships across the program team, finance team and grantees to assess needs throughout the grantee lifecycle, and build or improve the systems appropriate to address those needs;

-Address opportunities for systems automation and the implementation of promising data practices to create efficiencies and ease administrative burdens;

-Coordinate with program managers around consolidation opportunities and procurement flow/timing;

-Manage program team file structure on SharePoint

-Record, schedule and facilitate trainings related to Program Operations;

-Support the program team in supplier technical assistance for SFAC systems;

-Ensure that the program team is informed of and adheres to data privacy and records retention policies;

-May hold a portfolio of grants, to support the full understanding of the grant cycle as well as policy and process impacts on constituents.

Procurement and Grantmaking

-In consultation with supervisor, develop systems and provide support for the processing of grant applications, including: compliance and eligibility checks, data entry, application updates and the compiling of panel review materials.

Co-facilitate application review panels

-Provide a system for the receipt and review of applications for completeness and process applications as needed

-Coordinate orientation and scheduling of the grant and contract review panels and administrative grant review process including the review of applications, technical assistance, managing the scoring system, processing payments, and tracking all requests for panel notes;

Contracting and Supplier Management

-In consultation with supervisor, develop systems and provide support for the ongoing management of grants, including: generating grant agreements, pulling together grantee packets, tracking required forms, encumbering funds, and processing invoices.

-Monitor and report on the timely progress of suppliers from opportunity and award, to scope negotiation, contracting and program delivery, to reporting and closure; focusing on timeliness, quality, consistency, and compliance of grants processing.

-Schedule and facilitate/co-facilitate trainings related to grants management.

-Draft contracts for program teams and submit waivers in Service Now.

-Proactively maintain supplier compliance with City requirements;

-Review invoice documentation, support systems solutions for common errors and omissions

Data and Evaluation

-Manage shared Customer Relationship Management data collection. Develop templates and annualized systems, upload and input data when necessary.

-Keep account and individual profiles complete, current and accurate on Salesforce. Pull reports and review information for panelist applications and/or past grant applications as needed.

-Support the tracking and assessment of capacity-building activities including reporting for site visits, annual nonprofit compliance monitoring and requirements set by the Office of Contracts Administration and the Controller.

-Assist in the preparation of presentations, including data collection and research for the SFAC staff, the public and other audiences. Uplift promising data, procurement and evaluation practices and systems.

Other Duties

-May perform other duties as assigned.

Qualifications

Possession of a baccalaureate degree from an accredited college or university.

Substitution:

May substitute up to two (2) years of the required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. One year (2000 hours) of additional qualifying experience will be considered equivalent to 30 semester units/45 quarter units.

Desirable Qualifications

• Two (2) years of experience in the information systems field, including system analysis, business process design, development and implementation of business application solutions or IT project management
• Grants management or resource distribution experience (managing grants as a maker, applicant and/or recipient, or distributing resources focused in a community)
• 1 year of SmartSimple or CRM development experience
• 2 years of experience with contract compliance
• Demonstrated experience developing solutions that address institutional and structural bias
• Ability to work with minimum supervision in a team environment, to meet deadlines and to manage highly detailed work with accuracy
• Have a record of performing highly detailed work in a variety of function areas
• Proficiency in operating computers using Windows-based programs, including word processing
• Spreadsheet and database software in a standard office environment
• Certified Salesforce Administrator or other Salesforce certification
• Experience integrating Salesforce with external systems
• Advanced knowledge of Salesforce permissions, roles, reports, dashboards, etc.

Additional Information

If you have any questions regarding this recruitment or application process, please contact Lauren Rowe at lauren.rowe@sfgov.org

** Hybrid work culture**
We work in a hybrid environment, and you may be expected to work in the office up to 3 days per week.

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview
• Equal Employment Opportunity
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

All your information will be kept confidential according to EEO guidelines.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.