Ocean Career: National Marine Sanctuary Foundation Program Operations Manager for Conservation & Science

Program Operations Manager

The Program Operations Manager will work closely with the Foundation's staff as well as federal partners in the National Marine Sanctuary System 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 dozens of privately supported programs, and programs fiscally sponsored by the Foundation.

The Program Operations Manager for Conservation & Science is expected to troubleshoot program implementation issues, as well as manage the tracking of funds, including developing and executing spending priorities for several funded projects. They are 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 co-administer the Foundation's project and award management database to enhance efficiency of workflow throughout programs.

The Program Operations Manager will join an existing team in the Foundation's Program Operations Division that currently includes two other Program Operations Managers, two Program Operations Coordinators, an HR Generalist, and an HR Assistant. The Program Operations Team is part of a larger team of approximately 75 employees nationwide.

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.

Program and Award Management

• Monitor award spending and address deviations from spending plans, including monthly reconciliations.
• 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 and budgetary goals.
• Monitor subrecipients for compliance within their implementation and reporting.
• Maintain calendar and provide content for bi-annual federal award reports or private funder reports, working with Vice President or Director of Development as needed in report generation and extension requests to funders.
• Work with Finance Team and Development Team to assign appropriate and consistent financial details and tracking information for incoming funds, and work with these teams to finalize closeout of incoming fund awards, including equipment or inventory disposition reports as needed.
• Lead internal kick-off meeting for incoming awards to review funded programs in detail and delegate responsibilities, and initiate set up in systems and calendars.
• Help identify cross-functional opportunities between internal departments including federal partner programs, conservation funded programs, and privately funded programs.
• Identify and develop strategies and techniques to optimize project administration process.
• Keep staff informed about upcoming deadlines and deliverables.

Program Implementation

• Ensure program implementation 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.
• Develop and generate Statements of Work (SOWs), No-Cost Extensions (NCE), selection memos, and agreements for outgoing grants and contracts. Guide these awards through compliance.
• Act as primary point of contact with grantees, contractors, and subrecipients, maintaining positive awardee relationships and troubleshooting issues; develop and track agreement details; conduct risk check-ins as may be required by internal determination. Coordinate with grantees for timely submission of financial and narrative progress reports.
• Support proposal development process and/or renewals for federal and private award opportunities and write budget modifications as may be needed for received awards to address project needs and timelines.
• Coordinate application process for public and invitational competitive grant programs, including acting as liaison for applicants, preparing materials for reviewers,…