Grants and Programs Associate


Posted by OMA on 02/22/2022

GRANTS AND PROGRAMS ASSOCIATE
Department: Oklahoma Arts Council 
County Location: Oklahoma  
Posting Date: February 22, 2022
Open Until Filled 

OKLAHOMA ARTS COUNCIL  
 
The Oklahoma Arts Council (OAC) is the official state agency for the support and development of the arts. We strive to build a diverse team comprised of the best and brightest individuals to support our mission to lead, cultivate, and amplify the transformative power of the arts for all Oklahomans and their communities. The Oklahoma Arts Council is currently seeking enthusiastic and creative people with an entrepreneurial spirit and dedication to public service to contribute to our team. The Oklahoma Arts Council is currently seeking enthusiastic and creative people with an entrepreneurial spirit and dedication to public service to contribute to our team.

POSITION SUMMARY  
 
The Grants and Programs Associate manages daily grants office operations and support and assists with general agency programs. This position organizes the grant application and review processes, assists constituents with the grants system, and maintains the grants database and records. Additionally, this position assists with the development and implementation of agency programs and initiatives and serves as a backup for the Executive Assistant as needed. This is a full-time, exempt position that reports directly to the Grants Director with state retirement and insurance benefits, including health, dental, life and disability insurance. Salary is commensurate with experience with a cap of $44,064. 

ESSENTIAL FUNCTIONS 

Grants Access

  • Serve as the initial point of contact for organizations seeking OAC grant support
  • Respond to questions from potential applicants and current grantees
  • Work with Deputy Director to confirm applicant eligibility and account creation process
  • Manage and maintain grants system access
  • Distribute information on grant programs and the grants system to the public
  • Work with Grants Director and program staff to coordinate and organize online and in-person grant information sessions and workshops
  • Provide technical assistance to grantees and applicants regarding grants system access, application requirements and submissions, and grantee reporting requirements

Grants Processing

  • Monitor grants system for submitted applications, manage submitted support materials in preparation for all grant review panel meetings, identify and communicate with applicants regarding missing or incomplete materials for applications and final reports as necessary
  • Coordinate and schedule all grant panel review meetings with internal staff and/or outside panelists
  • Provide administrative support during grant review panels, which may include taking notes, preparing draft comments to be reviewed by the Grants Director, and/or providing support to panelists as needed
  • Support the Grants Director in the preparation of state and federal reporting requirements
  • Support the Grants Director in the preparation of Council meeting materials
  • Run queries through the FileMaker database on current OAC grantees per request from agency leadership or staff
  • Communicate with applicants and grantees regarding the submission of their grant materials
  • Manage all files and records related to OAC grant applications and grant awards
  • Review late applications, contracts, final reports, and support materials and follow up with applicants/grantees as needed
  • Participate in work groups with leadership and program staff to determine effectiveness of grant programs and processes
  • Participate in research to support agency grant making policies and procedures
  • Meet with Grants Director to discuss current projects, prioritize tasks, and assess progress on tasks and goals
  • Manage and maintain data integrity of grants database systems, including organization and grant information
  • Identify patterns in grant making, with grantees, and/or in arts community as related to OAC work
  • Work with Grants Director and program staff to develop individual and organizational knowledge regarding OAC grantee organizations

Grant Payment Processing:

  • Manage vendor registration for grantee organizations
  • Provide technical support to grantees regarding payment status
  • Periodically review grants to ensure payments are processing promptly
  • Ensure grant database records are complete with payment information
  • Secure and process all necessary paperwork from outside grant review panelists
  • Ensure all contracted grant review panelist payments are processed and received

Program and Administrative Support:

  • Coordinate grants office and program staff travel requests and claims
  • Provide back-up finance support to the Executive Assistant as needed
  • Assist with the development and implementation of agency programs and initiatives, including the Oklahoma Arts Conference, Leadership Arts, and Governor’s Arts Awards
  • Provide general administrative support to staff as needed
  • Proof written copy of programs to be used for impact reports, newsletters, and other reports as needed
  • Attend, support, and participate in various OAC programs
  • Provide back-up administrative support to the Executive Assistant as needed, including answering the main telephone line, collecting agency mail, stocking supplies, and coordinating agency calendars

Successful candidates will:  

  • View themselves as an ambassador of the agency with all visitors and the public and have awareness of the importance of front-line responsibility in the public’s perception of the agency
  • Collaborate as a team player with other agency staff to deliver quality programs and services 
  • Be able to administer highly confidential matters with tact and diplomacy and the utmost discretion 
  • Demonstrate professional business orientation and acumen 
  • Have exceptional interpersonal and written communication skills 
  • Display a positive attitude and excellent customer service orientation 
  • Project a positive and cheerful demeanor, especially in stressful situations 
  • Be adept at interacting with people of various social, cultural, economic, and educational backgrounds, embracing diversity and inclusion 
  • Demonstrate excellent planning and organizational skills 
  • Meet deadlines consistently 
  • Take a proactive approach and work independently  
  • Maintain a pleasant and respectful work environment conducive to productivity  
  • Handle unforeseen events quickly, calmly, and in a professional manner 
  • Be attentive to detail and committed to excellence in all aspects of work 
  • Present a professional appearance 
  • Have knowledge of arts and arts programming, as well as current trends and best practices in grant making
  • Have experience with budget development

Qualifications: 

  • Graduation from an accredited four-year college or university with a degree in art, business or public administration, arts administration, education, or a related field 
  • Exemplary knowledge of technology, with a high level of computer literacy including the Microsoft Office 365 Suite (Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, and SharePoint), database technologies, and mobile computing, among others 
  • Knowledge in database management preferred, experience with FileMaker Pro a plus
  • Bilingual, Spanish-speaker a plus 

Key Requirements/Physical Demands: 

  • Pre-employment OSBI background check must be successfully completed 
  • Must hold driver's license and be able to drive a vehicle to various locations across the state if necessary 
  • Must be able to lift and carry up to 30 pounds 

To Apply: 
The Oklahoma Arts Council is an equal opportunity employer. It is the policy of OAC to prohibit unlawful discrimination and to provide equal employment opportunities to employees and applicants, without regard to political or religious opinion or affiliation, race, color, sex, national origin, ancestry, age, disability, genetic information, veteran status, or any other reason prohibited by law. It is the policy of OAC to provide equal opportunity in employment, advancement and other conditions of employment to all qualified applicants and employees. It is the intent of OAC to fully comply with all applicable state and federal equal opportunity and non-discrimination laws and regulations.  

A successful application will consist of: 

  • Cover letter addressed to the Oklahoma Arts Council Executive Director with information that reflects the applicant’s qualifications for the position 
  • Resume with relevant experience and a list of degrees held and/or certifications 
  • List of up to three references with names and contact information (letters of reference not required at this time) 

Visit www.jobs.ok.gov to complete an online application.  Open until filled.

While we sincerely appreciate all applications, only those candidates selected for interview will be contacted. No phone calls please.