Job Description: Program Manager
Company: CNY Arts
Location: Syracuse, New York
Job Category: Administrative
Job Type: Management
Salary: {dict_notSpecified}
Program Manager
Program Manager
CNY Arts, in partnership with the executive search firm, Scott Healy & Associates, seeks applications and nominations for the position of Program Manager. The Program Manger reports directly to the Director of Grants & Programs/Executive Director.
The CNY Arts Program Manager will coordinate and conduct grant cycles with the Grants team from start to finish for the CNY Arts regrants portfolio (of more than twelve grant and scholarship programs) exceeding $2 million annually across a seven-county region in accordance with an evolving regional cultural plan. These programs include the CNY Film Fund, NYSCA Statewide Community Regrants (SCR), Onondaga County Regrants, NYSCA Museums Professional Development, from time to time National, and local regrant programs such as the NEA Festival fund, City Regrant Programs (as applicable), and the Young Artist Scholarship Program. The Program Manager will provide technical assistance to supported artists and agencies, conduct informational webinars and seminars, provide marketing and outreach to potential applicants, conduct the panel decision making process, and execute the award notification. In addition, they are responsible for collecting and presenting grants data and trends in a comprehensive manner to promote the programs for fundraising and advocacy efforts. Utilizing familiarity with regional arts to broaden regional outreach and joint marketing efforts, this position will support the grant applications for CNY Arts to our regrant funders and support data collection and presentation.
Regrant Programs Responsibilities:
- Develops guidelines and procedures to ensure compliance with funding contracts for regrants.
- Creates, oversees and reviews regrant processes to ensure maximum transparency, equity, and the broadest possible pool of applications.
- Develops and follows process for grant applications from start to finish using the most effective and efficient communications tools.
- Evaluates retention of existing regrant programs using statistical analysis, value to community, and cost effectiveness.
- Solicits and oversees panels that determine grant awards for applying organizations, and maintains an ongoing roster of potential panelists and actively recruits new panelists.
- Works with administrative staff to collect, distribute, and archive regrant applications and execute contracts.
- Utilizes online grant management system and provides necessary technical assistance for users.
- Seeks out and researches additional regranting opportunities, determining impact on capacity.
- Assists Grants Oversight Committee in updating, maintaining, tracking, and implementing a cultural regrant plan for CNY Arts’ six-county region which currently includes operating a visual arts exhibit and programming space.
- Creates and records systems for consistent implementation of regrant programs.
- Establishes auditing schedule of completed CNY Arts regrant contracts and delegates auditing responsibilities, when applicable.
- In collaboration with Executive Director, encourages board participation in upcoming events, arts panels, and audits.
- Tracks the status of final and interim reporting of grantees.
- Designs and implements evaluation tools for all aspects of grantmaking process including informational seminars, grant promotional effectiveness, grant applicant process, panel process, and award process.
Funding Administration Responsibilities:
- Facilitates changes to application process for funded agencies.
- Maintains lines of communication with funded agencies to ensure timely receipt of applications and reports.
- Ensures proper procedures are followed by independent panel and Board of Directors in determination of funding.
- Consolidates reported data into reports for funders.
- Utilizes data to contribute to Cultural Assessment.
- Submits check requests and contracts to bookkeeper in timely manner for grantee payment.
Development & Grantwriting Responsibilities:
- In tandem with Director of Programs, supports the development of a fundraising plan for regrant programs, new initiatives, and community programs.
- Writes program narrative, continuously creates reports, and manages relevant data collection to support grant application and final reports.
- Organizes and/or writes grant proposals and creates budgets in tandem with relevant staff.
Community Programs Responsibilities:
- Coordinate the On My Own Time program, including: Program planning/design including budget in coordination with Senior Finance Manager; Program/exhibit promotion; Participant forms and promotional material design, recruitment and orientation of artists, businesses, and adjudicators; Company coordinator orientation, scheduling, and communication; Sponsorship design and corporate solicitation and follow-up; Schedule and oversee adjudications and collect results; Art photography vendor research, coordination, and scheduling; Data collection and reporting for agency staff, board, and grantors; Exhibit and reception event planning and coordination, including site and other vendor research/communications; Coordinate with Director of Communications and Marketing on ad creation, media placement, social media promotion; Create Mailchimp email campaigns; and Develop press releases for program promotion and exhibit publicity.
- Coordinate the virtual Dasher’s Magical Gift program, including: Coordinate and provide information and review drafts for video updates/edits and uploading; Create/manage Mailchimp campaigns and website postings to promote the program to schools, community groups and families, and manage communications for registrants; Design communications, registration forms, surveys, and provide directions and links to schools and families; and, Maintain and develop attendee databases and conduct research/price quotes for mailing and emailing list purchases.
- Coordinate Dasher’s Magical Gift (DMG) live program, including: Coordinate with ASM/Oncenter including reserving dates for rehearsals/shows, proofing and executing contract, meeting and communicating with Event Coordinator, IATSE needs, etc.; Develop program budget in coordination with Senior Finance Manager; Create and execute contracts with artistic staff; Create, coordinate, and design communications via Mailchimp campaigns and website postings to promote the program to schools, community groups and families; Monitor and respond to program emails/calls, including questions and technical challenges; Provide educational materials to schools and families; Create Google Forms for registration; Collect data and create reservation “book” for school performances; Create Google form for feedback surveys; Collect and format summary data; Update addresses databases and conduct research/price quotes for mailing and emailing list purchases; Communicate/coordinate with DMG director; Provide crew with access to storage unit; Coordinate media sponsorships; Assist with program ads; Coordinate with box office including contracting services (if applicable), comp tickets, final reconciliation, and patron list; Recruit, communicate, and supervise day of event volunteers for school performances; Coordinate student show days school check-in and dismissal; and Manage merchandise sales table for public show.
Outreach and Technical Assistance Responsibilities:
- Working with staff, develops and implements a bi-monthly professional development webinar series for current and potential grantees informed by feedback from constituents; develop a teaching artists training and professional development conference.
- Develops and maintains strategic relationships with communities in multiple county area to create regional linkages, cooperative projects, and communications.
- Maintains continuous involvement in diverse cultural communities in multiple county area to encourage access to arts and culture service and New York State Council on the Arts.
- Provides required technical assistance workshops and individual technical assistance as time permits; conducts outreach for appropriate and diverse technical assistance providers as time and funding permits.
- Maintains online database of technical assistance provider and ensures information remains accurate and current.
Communication Responsibilities:
- Creates and uses time effective systems to communicate with community members regarding upcoming events and programs; works with staff to create effective community systems.
- Contributes to e-newsletter, website, and social media marketing as applicable.
- Tracks and archives grants-related press.
- With Communications, helps compose press releases, email marketing, and social media posts for grant application cycle announcements, award announcements, and individual grantee promotion as necessary.
- Participates in monthly marketing meetings to apprise staff of upcoming events throughout the region for joint marketing promotion and CNY Arts programs or human interest stories to include in marketing and PR efforts.
General Responsibilities:
- Provides accurate reporting of program and other expenses in a timely manner to enable agency to track cash flow and budget neutrality.
- Reports all expenses and submits receipts in a timely manner.
- Creates program narratives for applications and grants using records of grant program activities for NYSCA and other potential regranting funders such as foundations, corporations, community agencies and government agencies, including information about grant goals, targeted outcomes, evaluation, strategic plans, and success of grantee use of funds.
- Performs general office tasks, answers phones, and other administrative duties.
- May supervise part-time staff, interns, and volunteers.
- Other duties as assigned.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience:
- Bachelor's degree (B. A.) from an accredited four-year college or university, Master’s degree is preferred; or four to six years related experience and/or training; or equivalent combination of education and experience.
- Grant writing and grant management experience;
- Experience in arts services and membership services are helpful.
- Expertise in one arts administration, and/or an arts discipline is important and general knowledge of arts industry is helpful.
Language Ability: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Math Ability: Ability to read financial statements and calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Computer Skills: To perform this job successfully, an individual should have advanced knowledge of Microsoft Word; Microsoft Excel; PowerPoint; internet software; MailChimp, Google Suite (Drive, Sheets, Docs, Forms); and virtual presentation software such as Zoom and Facebook Live. Familiarity with website design and maintenance is preferred, but not required. Experience with grants management systems such as Foundant and/or Submittable is a plus.
Desired Special Skills:
- Arts generalist
- Time management skills
- Community planner and facilitation with diverse communities
- Presentation skills
- Customer service or technical support skills
- Strong writing and communication skills
- Database management
- Data analysis
- Uses of IT and web interaction, particularly virtual meeting platforms such as Zoom and GoToMeeting
- Intermediate/Advanced skills with Microsoft Excel
- Grants Management systems such as Submittable or Foundant
About CNY Arts:
CNY Arts' mission is to promote, support, and celebrate arts and culture in Central New York. At CNY Arts, we believe that a healthy arts industry is essential to the quality of life and community in Central New York. We strive to connect the public to the rich array of arts and cultural opportunities in the area. We provide support and assistance to individual artists and arts and cultural organizations through access to grants, capacity-building assistance, education and training, and promotional services. We serve the counties of Cortland, Herkimer, Madison, Oneida, Onondaga, and Oswego. Our goal is to enhance a greater appreciation for the arts and cultural vibrancy of the region.
Statement on Inclusion, Diversity, Equity, and Access:
CNY Arts, the regional Central New York arts council, has begun a process to look back through its history and evaluate and improve its own programs and services to ensure that equity, diversity, inclusivity, and access in our creative communities are fundamental values and central tenets of our work. We believe:
- Art and creative expression are a universal language.
- Art moves society and creates long-lasting change.
- Art inspires empathy and understanding.
- Art gives voice to and creates spaces for those who have been marginalized.
- Art brings our communities together so we can begin the healing process.
Through our work, we will continue to amplify the voices of our minority and marginalized artists. We will work to listen to minority artists and address their needs.
As the movement for justice and equality continues, CNY Arts is committed to the ongoing practice, reflection, and assessment of being anti-racist and ensuring equity, access, and inclusivity to our diverse artists, audiences, and community.
Application Process:
All correspondence should be directed in confidence to CNY Arts’ executive recruitment consultant:
Danan Tsan, Vice President
Scott Healy & Associates
The full and complete application should contain the following information:
- Cover letter
- Resume or CV
- List of three professional reference with contact information
Applications submitted by November 13, 2023 will receive priority consideration. This search will remain open until the position is filled.
CNY Arts is an equal opportunity employer and seeks a diverse pool of candidates for this position.