About:
Applications will be accepted until 11:59 p.m. on January 29, 2024. The portal will close at 12:00 a.m. on January 30, 2024, and applications will no longer be accepted.
Company Description The San Francisco Arts Commission (SFAC) is the City agency that champions the arts as essential to daily life by investing in a vibrant arts community, enlivening the urban environment and shaping innovative cultural policy. Learn more about our work at: http://www.sfartscommission.org/
SFAC Racial Equity Statement The San Francisco Arts Commission is committed to creating a city where all artists and cultural workers have the freedom, resources and platform to share their stories, art and culture and where race does not predetermine one’s success in life. We also acknowledge that we occupy traditional and unceded Ohlone land. Fueled by these beliefs, we commit to addressing the systemic inequities within our agency, the City and County of San Francisco and the broader arts and culture sector. This work requires that we focus on race as we confront inequities of the past, reveal inequities of the present and develop effective strategies to move all of us towards an equitable future.
Role 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.