Program Operations Manager - Silver Spring, United States - NATIONAL MARINE SANCTUARY

Description

Job Description

Location: Silver Spring, MD (partial telework option)

Supervisor: Senior Vice President of Program Operations and Workforce Development

Supervisory Role: Yes

Status: Full-Time, Exempt, two and a half year term position

What We Need

The National Marine Sanctuary Foundation, a 501(c)3 non-profit organization that is a leading voice for U.S. protected waters, is seeking a Program Operations Manager supporting the Sanctuary Community Engagement portfolio, a position responsible for the daily management and administration of operations of the assigned portfolio of programs supporting the current national initiative to designate six national marine sanctuaries. The Program Operations Manager will work closely with the Foundation's staff as well as federal partners in the National Marine Sanctuary System and throughout NOAA to operationalize project work and provide detailed review and sustained analysis for programs and projects under their portfolio, including managing applications and review processes for grant and contract awards made by the Foundation, particularly operationalizing a new grant initiative to support grants to sanctuary community partners.

This position supports the operational and award management aspects of cooperative work with the National Oceanic and Atmospheric Administration's Office of National Marine Sanctuaries for national, regional, and local initiatives that engage the public in the designation process for sanctuaries. The Program Operations Manager will initially support the operational management of and monitor the pace of completion of federally funded projects but is intended to grow to include privately supported programs.

The Program Operations Manager for Sanctuary Community Engagement will play a critical role in growing our restoration programs. You will be expected to troubleshoot program implementation issues, as well as manage the tracking of funds, including developing and executing spending priorities for several funded projects. You will be the point of contact for technical program managers and other staff on program implementation and communicate guidance on compliance and procurement. The Program Operations Manager will help administer the Foundation's project and award management database to enhance the efficiency of workflow throughout programs and track metrics and results.

This role is currently offered as a two-and-a-half-year term position. The position may be extended based on the continued availability of funding. The Program Operations Manager for Sanctuary Community Engagement supports the scope of a federal cooperative agreement between the National Marine Sanctuary Foundation and NOAA Office of National Marine Sanctuaries that focuses on public engagement in the designation process of new national marine sanctuaries.

The National Marine Sanctuary Foundation is committed to a culture of inclusion, equity, and belonging. We are dedicated to attracting and retaining a diverse staff. We honor experiences, perspectives, and unique identities, and welcome the contributions that you can bring to the dedicated team. With a diverse team of employees, we can grow and learn better together and achieve our mission to protect the ocean, coasts, and Great Lakes for current and future generations.

What You'll Do

Program and Award Management

• Develop positive relationships and host check-in meetings with program managers and field liaisons to help facilitate program implementation and foster progress toward project completion according to planned timelines, award compliance, and budgetary goals.
• Help identify cross-functional opportunities between internal departments including federal partner programs and privately funded programs.

Program Implementation

• Ensure program implementation, including overseeing competitive grant programs, is compliant with the Foundation's policies and procedures and aligns with the strategic plan. Supervise procurement, logistics, and administration, and coordinate across divisions and teams as needed to ensure operational support systems including spend plans and metrics for all field activities under portfolio.
• Act as the primary point of contact with grantees, contractors, and subrecipients, maintaining positive awardee relationships, troubleshooting issues, and tracking compliance; develop and track agreement details; conduct risk check-ins as may be required by internal determination.
• Work on special projects that align with organizational, departmental, and project-related goals.

Monitoring, Evaluation & Learning

• Track and analyze reported results from grantees and contractors using a project management database.
• Influence and provide support for annual budget process in relationship to funded projects in portfolio.
• Support coordination with relevant programs and foster growth by recommending to senior leadership partnership and leadership opportunities aligned with strategic goals and objectives.
• Conduct any necessary monitoring and site visits, regular phone/video-conference check ins, and internal document audits of programs and projects in the portfolio.

Compliance & Knowledge Management

• Keep up-to-date with OMB and agency-specific federal financial assistance award procedures and review and update federal award compliance guidance and procedures documents as needed.
• Reviews invoices, agreements, and other field documentation to ensure compliance.
• Work with the project teams to ensure proper document collection and storage.
• Identify needs among the staff related to technology, compliance, procurement, etc., and implement solutions.
• Convey processes and procedures to staff and partners to maintain alignment with award and internal compliance policies.

Supervisory

• Supervise Foundation project employees working in partner agency locations and build an inclusive environment.
• Assist in the development of annual SMARTIE performance and professional development goals, support and monitor progress towards goals, and conduct annual performance evaluations.
• Approve travel requests, timecards, and time off requests.

Who You Are

You are a collaborative team player with a keen interest in supporting the designation of six national marine sanctuaries, a historic effort that will more than double the size of the National Marine Sanctuary System. You show meticulous attention to detail, and are flexible and adaptable, working with a variety of teams, people, and geographies to accomplish project work. You are a key team member in the Program Operations Division who builds positive working relationships with the Foundation's Conservation team, Finance team, and partner organizations to accomplish your work. For this program operations role, experience with award management, grants and contracts, and budget analysis will be prioritized over experience with policy, regulations, or public relations.

Required Qualifications:

• Bachelor's degree and at least 3-5 years of experience in grant administration and/or project management, or 5 years minimum experience in lieu of degree.
• Experience working with grant programs.
• Experience with basic financial management including developing and monitoring budgets and financial reports.
• Ability to perform in a cross-functional team approach and job responsibilities.
• Strong organizational skills, with ability to prioritize work, meet deadlines, and produce quality results with attention to detail.
• Personable in-person and phone demeanor, diplomatic disposition balanced with ability to defend positions and policies.
• Fluency in computer software programs (i.e. Microsoft 365, Teams, Word, Excel, PowerPoint, and databases) required.
• Ability to communicate effectively orally and in writing; experience producing reports and proposals.

Preferred Qualifications:

• Experience with federal financial assistance award Uniform Guidance compliance and procurement.
• Experience managing database programs (prior work on SmartSimple or similar platforms like Knack) as well as intermediate-advanced Excel spreadsheet capabilities.
• Some familiarity with government partnership programs.
• A sincere interest in, and commitment to, our mission.

Why You Will Love Us

The National Marine Sanctuary Foundation ("Foundation") is a leading voice for U.S. protected waters, working with communities to conserve and expand those special places for a healthy ocean, coasts, and Great Lakes. The Foundation works in close partnership with the National Oceanic and Atmospheric Administration (NOAA) to increase stewardship of our ocean and Great Lakes through on-the- water conservation projects, and education and public outreach activities, and by support for research. Together, we safeguard species and the places they call home, and support coastal communities and economies.

• Dedicated and passionate staff committed to marine and Great Lakes Conservation
• Generous leave policy, plus paid time off the week between December 25 and January 1; and 12 paid holidays
• Health benefits: Medical with an FSA option; dental, and vision
• Foundation paid Life and Disability Insurance
• Preparing for the Future: 403(B) with employer contribution after one year of service
• Commuter benefits: Paid parking or public transportation subsidy

Compensation and Benefits: $65K-$72K annually based on experience. The Foundation offers a competitive benefits package.

Apply through the Foundation's online portal. A cover letter, resume, and at least 3 professional references are required. Your application will not be reviewed unless cover letter and references are attached. References will only be contacted in the final step of the interview process. Applications received by May 17th, 2024 will be preferred.

Location: Ability to work in-person 2-3 days per week at the Foundation's Headquarters office in Silver Spring, MD. is required.

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The National Marine Sanctuary Foundation is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This commitment applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, and training. The Foundation makes hiring decisions based solely on qualifications, merit, and business needs at the time.