Grants, Awards, and Programs Coordinator

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Grants, Awards and Programs Coordinator

At Creative West, we build equitable technology, funding, advocacy, and policy systems to generate creative capacity in the West and beyond. We offer direct, practical support to state arts agencies, advocacy groups, artists, culture bearers, and creative organizations, serving a region that stretches from the Arctic Coast to the Desert Southwest, and from the Great Plains to the Pacific Islands. By building systems that change systems, we advance equity, justice, and regenerative action — seeing these values as essential as creativity itself.

The GAP Coordinator provides coordination, systems, technology, and operational support across Creative West’s Grants, Awards and Programs portfolio. Reporting directly to the Director of Grants, Awards and Programs, the Coordinator helps translate departmental plans and decisions into organized, timely action by maintaining the systems, timelines, calendars, tracking tools, forms, and workflows that support the work of the GAP team.

The Coordinator maintains a broad view of departmental activity—what is happening, what is coming next, what is due, and where follow-up is needed—and supports the Director, Managers, Grants Specialist, contractors, and other collaborators in keeping work coordinated and moving forward. The position serves as a key departmental user of Asana, Zoom, Google Workspace, Formstack, GO Smart, Sigma and other technology platforms used to implement GAP’s work.

As a coordinator, the position requires relevant experience, strong judgment, technological fluency, and an understanding of how departmental work connects to Creative West’s larger goals. The Coordinator contributes ideas and operational knowledge to departmental planning while remaining a coordination and support role reporting directly to the Director.

• The Coordinator supports effective coordination and visibility across the GAP portfolio by:
  Maintaining GAP’s Asana environment, fiscal-year implementation calendar, program checklists, tracking tools, and shared project-management systems so responsibilities, deadlines, milestones, and status remain current and visible.
• Monitoring upcoming and overdue tasks, following up with team members on established commitments and deadlines, and bringing significant delays, dependencies, or capacity concerns to the Director and appropriate Manager.
• Coordinating departmental calendars and timelines across programs and identifying overlapping deadlines, scheduling conflicts, dependencies, and periods of concentrated activity.
• Translating decisions and commitments from meetings and communications into documented tasks, owners, deadlines, and follow-up actions within appropriate departmental systems.
• Supporting continuous improvement of GAP workflows, templates, checklists, and project-management practices by identifying recurring coordination challenges and recommending practical solutions.
• The Coordinator supports GAP’s effective use of technology and digital systems by:
  Serving as a key GAP user of Asana and Google Workspace, including Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, Google Forms, and Google Sites, and supporting their consistent and effective use across departmental work. Coordinating GAP’s use of Formstack, including building, maintaining, testing, updating, and organizing online forms and related digital workflows in collaboration with program staff.
• Serving as GAP’s primary Zoom producer and technical coordinator for major virtual programs and meetings, including preparing sessions, managing breakout rooms, screen sharing and media, supporting presenters and facilitators, managing…