Program Operations Manager

Supervisor:                 Senior Vice President of Program Operations and Workforce Development 

Supervisory Role:       Yes 

Status:                        Full-Time, Exempt 

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 Restoration portfolio, a position responsible for the daily management and administration of operations of assigned portfolio of Foundation programs in Restoration program areas. 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.   

This position supports the project management of programs funded by both non-federal awards and federal financial assistance awards, including cooperative work with various offices in the National Oceanic and Atmospheric Administration and other federal agencies. The Program Operations Manager supports the operational management and monitors the pace of completion of not just federally funded projects, but privately supported programs, and programs fiscally sponsored by the Foundation.  

The Program Operations Manager for Restoration 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.  

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’s health, 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, education-funded 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 education projects taking place in 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. 

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). 
• 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, is beneficial, but not required) as well as intermediate-advanced Excel spreadsheet capabilities.
• Some familiarity with government partnership programs.
• A sincere interest in, and commitment to, our mission.