Grantmaking Operations Coordinator

The Department of Cultural Affairs (DCLA) is dedicated to strengthening New York City’s vibrant cultural life by providing funding and support to New York City’s cultural community, including the 34 cultural institutions that comprise the Cultural Institutions Group (CIG) and more than 1, non-profit cultural organizations.

This constituency represents a diverse array of internationally renowned cultural organizations, including performing arts centers, museums, theaters, wildlife centers, botanical gardens, visual arts and film centers, as well as community-based organizations and arts education programs.

DCLA also manages a significant portfolio of cultural capital projects; provides free donated materials and supplies for arts programs;

provides capacity building and technical assistance support to cultural groups; and commissions works of public art.

The Department of Cultural Affairs is seeking a Grantmaking Operations Coordinator for the Programs Services Unit, which distributes $85 million annually to 1,+ organizations through a number of grant programs.

As an administrator of public monies, this position is critical to the agency’s overall mission and is essential to ensuring that all the transactional elements of the unit’s grantmaking are moving smoothly.

The Grantmaking Operations Coordinator provides administrative support for leadership, the Director of Operations and the program officers in the unit, managing the flow of data and documentation necessary to advance grant funding, including the Cultural Development Fund (CDF) and City Council Initiative funding.

The Grantmaking Operations Coordinator also drafts and sends communications to the field; participates in the creation of documents, processes and practices to enhance the workflow;

supports the Director and the agency’s IT unit to troubleshoot CRM matters pertaining to the new Salesforce platform and interacts with consultants retained to assist in the annual CDF application and panel process.

The successful candidate must be able to handle multiple tasks, work on assignments within deadlines both independently and with colleagues.

As a member of the Programs unit, the Grantmaking Operations Coordinator responsibilities include but are not limited to :

• Assisting in overseeing documentation for grant eligibility determination and coordination of grant notification;
• Generating unit workflow progress reports, maintaining internal tracking documents and progress reports;
• Assisting in preparing for grant panels that occur over one-third of the year, processing material and tracking funding records as part of annual grants management and distribution
• Coordination and management of grantee contact and organizational data
• Assisting in distributing information to the cultural sector about agency and other funding opportunities;
• Assisting in the planning and implementation of seminars, training sessions, convenings, and other events developed by the agency;
• Assisting in the development of statistical and narrative reports, as needed;
• Managing data to demonstrate the impact of programs administered by the agency on local communities and the sector;
• Supporting other administrative and informational functions for the unit, as needed.
• Coordinate communication within the unit and outgoing communication to the field.
• Actively participate in unit working groups and panel facilitation.

Preferred Skills :

The preferred candidate must have strong computer, data and research skills and be extremely detail oriented. In addition, a working knowledge of non-profits, arts management and of the NYC cultural community is necessary.

• The successful candidates must demonstrate excellent task management and project oversight skills; clear verbal and written communication and strong interpersonal skills;
• must have the ability to work productively under pressure both independently and as a team member; must be self-motivated;

knowledge of evaluation procedures and panel processes valued. Bilingual abilities are a plus. A successful candidate will demonstrate expertise with Microsoft Excel, and experience with database and CRM systems (Salesforce preferred), analytics programs, and web form design.