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Grant Operations Officer

Mass Cultural Council



The Mass Cultural Council is the state agency responsible for cultivating a rich cultural life for Massachusetts communities through a wide range of grants, direct services, field building, and advocacy work. The Mass Cultural Council currently operates close to 20 different grant programs. As a public agency we are highly committed to accessibility, customer service, and a positive user experience across all programs. To support this work, we are hiring for the position of Grant Operations Officer.

We are seeking an individual with direct experience overseeing and continuously improving grants processes and systems at foundations or other grantmakers. If you have led the development and implementation of grants policies, managed grants databases, and monitored and maintained due diligence requirements, we want to hear from you. This position has a focus on front-end development and user experience.

The position reports to the Operations Director and works closely with a small team of grant administration professionals, who will support your efforts to manage the agency’s grant lifecycles and help ensure the quality, availability and relevancy of our grants data. You will lead organizational efforts to manage and use data more effectively and define and maintain data quality standards by serving as the data steward and ensuring data is treated as a strategic asset that helps the agency evaluate and communicate its impact.

Because the agency is dynamic and responsive a flexible and adaptable attitude is crucial.



  • Identify appropriate compliance policies and procedures and serve as a subject matter expert on the grants lifecycle and the latest developments in the field of grant administration.
  • Promote innovative approaches to the grant-making process and systems and continuously develop, communicate and implement effective grants management strategies.
  • Provide leadership, technical assistance, and training to agency staff on grant processes, reporting, compliance, and innovation to ensure quality and consistency across the organization.
  • Design, document, communicate, and implement grants administration policies and procedures.
  • Oversee creation and maintenance of appropriate form and report templates for staff to use.


Grants Management System

  • Ensure that applicant, panelist, and staff interactions with GMS are as intuitive, user-friendly, and clear as possible.
  • With the grants team members, oversee the grant management software and system.
  • Ensure that the grants database effectively serves various uses and users of the system – this requires a collaborative, cross-department approach.
  • Oversee creation and maintenance of online grant applications and reporting.
  • Manage grant process workflows, provide guidance to program staff, and work with vendor to address problems as needed.
  • Working with grants team create forms and reports and troubleshoot errors with database vendor as needed.
  • Work closely with Communications to ensure that data can effectively be used for messaging, advocacy, and other communications purposes.
  • Serve as primary contact with GMS vendor and project manager of GMS projects working collaboratively with the Grants Team and the Digital Communications Manager.


Data Stewardship

  • Serve on the Data Governance Committee that identifies data needs, guides data technology investments, set policies, and ensures common definitions and data standards.
  • With the Operations Director, help maintain support agency logic models, performance measures, and data collection/reporting around outcomes and key performance indicators.
  • Define, communicate, and govern methodologies and processes for capturing, securing, sharing, maintaining, manipulating, controlling, and purging data and for evaluating and improving data quality.
  • Demonstrate advanced understanding of data architecture.
  • Collaborate with senior staff to educate others on how to be aware of and adhere to data policies.


General Duties

  • On occasion, represent the Mass Cultural Council at meetings, events, conferences, etc. as needed.
  • Contribute to and play an active role in agency-wide activities and initiatives.



Please consider applying if…

  • You have at least 8-10 years of experience in grants management and grants compliance in the nonprofit or public sector, or equivalent experience in the private or corporate sectors.
  • You enjoy teaching coaching and supporting others through systems and processes and place a high priority on user experience – both for internal staff and for applicants.
  • You have experience with data stewardship responsibilities and practices.
  • You have knowledge of best practices in grants administration and experience designing and implementing effective grants management processes and procedures.
  • You have experience with customer relations management (CRM) and/or grants management software (such as SalesForce, eCivis, Smart Simple, Acoya, etc.).
  • You have worked effectively with diverse people, teams, and communities.
  • You have demonstrated experience working successfully within complex systems.
  • You have experience in grantmaking practices that promote diversity, equity, inclusion, and access.
  • You have demonstrated experience analyzing data and putting it to use to communicate impact and/or tell a compelling story.


Required Skills

We are looking for someone that…

  • Works well as part of a team.
  • Provides excellent customer or user support.
  • Can tolerate ambiguity and demonstrate flexibility in achieving goals.
  • Is analytical, organized and goal-oriented and can think big picture as well as attend to day-to-day operations.
  • Is diplomatic and can work effectively and collaboratively across the organization.
  • Has excellent written and verbal communication.
  • Has excellent organizational and project management skills and attention to detail.
  • Can prioritize work effectively and adjust to multiple demands within set deadlines.
  • Is skilled in Microsoft Office Suite: Excel, Word, PowerPoint, Access, and Outlook.
  • Has extensive experience working in databases with queries, forms, and reports.


How To Apply

Email materials to michael.nagle@art.state.ma.us with the subject line “Grant Operations Officer Search”.

Please attach a letter of interest and resume as Word or PDF documents.

Do not send materials as text within an email. You may address your letter of interest to “Grant Operations Officer Search Committee”.



Arts, Culture, and Humanities
Union Position. Grade 14 between Step 4 (currently $68,864.12) and Step 9 (currently $81,000.14) depending on years of relevant experience. Excellent benefits.
Posted on:
February 26, 2019

How to Apply

Applicants should provide:

  1. A letter of interest
  2. A résumé

Email materials to michael.nagle@art.state.ma.us with the subject line “Grant Operations Officer Search”.

Please attach letter of interest and resume as Word or PDF documents. Do not send materials as text within an email. You may address your letter of interest to “Grant Operations Officer Search Committee”.