Americans for the Arts builds recognition and support for the extraordinary and dynamic value of the arts and serves, advances, and leads the network of organizations and individuals who cultivate, promote, sustain, and support the arts in America. The vision of Americans for the Arts is that the arts are recognized as integral to the lives of all people and essential to healthy, vibrant and equitable communities across the nation. Founded in 1960, Americans for the Arts is the nation's leading nonprofit organization for advancing the arts and arts education. Americans for the Arts is headquartered in Washington, DC and has a second office located in New York, NY.
The Research & Messaging Pod brings together the Marketing & Communications, Research, and Strategic Impact teams to create synergy among, and a through-line between, forward-thinking research initiatives; development of innovative programs, ideas, and partnerships; impactful communications and promotional strategies; and consistent evaluative practice to spark relevance and opportunity for the field and the organization, shift and enhance public opinion about arts and culture and the organization, and expand the horizon of what is possible.
Americans for the Arts is committed to building communities in which the arts thrive through strategies that lead to local, state, and national policies by pursuing long-term systemic transformations that unlock resources and change public and decision-maker understanding of the role of arts and culture. Within those goals, the Strategic Impact team works to drive and support the creation, execution, and evaluation of adaptive research, programming, non-traditional partnerships, and assessment. The team also collaborates with all staff to stimulate innovation and incubate new project ideas and research agendas both within the organization and for the field-at-large. Lastly, the team works with a data-first mindset to expand the reach and reputation of the organization, support constant evaluation of progress, nurture new relationships and connections, and mind the organization’s strategic plan, mission, vision, and goals.
The Creative Forces: NEA Military Healing Arts Network Project supports creative arts therapies and arts engagement activities to help the nation’s wounded, ill, and injured service members and their families impacted by traumatic brain injuries and associated psychological health conditions. Americans for the Arts is one of three Cooperators involved in executing Creative Forces and works in close collaboration with the National Endowment for the Arts as well as the other Cooperators on elements of Creative Forces’ clinical and national sub-granting programs. Funding for Americans for the Arts’ work on Creative Forces is provided by the National Endowment for the Arts (NEA) via Cooperative Agreements.
The Creative Forces Project Administrator provides critical fiscal management and operational support for the key elements of Creative Forces that Americans for the Arts manages: community engagement and capacity-building. The Project Administrator works with the Senior Director of Arts Policy and the National Initiative for Arts & Health in the Military (AFTA Creative Forces Project Director) to ensure successful management of the Creative Forces Cooperative Agreement(s) between Americans for the Arts and the NEA. The Project Administrator provides fiscal management and operational support to the project and is responsible for several key functions, including fiscal oversight and assurance of compliance with federal procurement rules and regulations ; , budget development and expense monitoring; the development of RFPs for contractor/consultant positions; management of the RFP bid process; and oversight of contractor/consultant workplan execution.
The Creative Forces Project Administrator is at times required to interact with high-level officials at the National Endowment for the Arts; the Departments of Defense and Veterans Affairs; and command leadership at active duty military bases and VA healthcare facilities. Knowledge of appropriate protocols to be followed in communications and interactions with these agencies and their populations is essential.
The Creative Forces Project Administrator also works closely with external project partners and consultants; with representatives from the other two Cooperators involved in Creative Forces; and with key members of the Americans for the Arts who play key roles in the project including the Vice President of Strategic Impact; Vice President of Finance; Vice President of Development; and Senior Vice President of Operations.
This contracted employee position runs from o/a July 1, 2020 through December 31, 2020. Continuation of funding for this contracted employee position beyond December 31, 2020 is contingent upon the National Endowment for the Arts authorizing and allocating funds to Americans to the Arts for the Creative Forces Initiative.
This contracted employee position is eligible for two renewals prior to a contract recompete provided that there is a 1) a determination of need for the continued work 2) No material change in the scope of work; and 3) approval of funding to support the position in future.
KEY DUTIES AND RESPONSIBILITIES
Key duties and responsibilities include, but are not limited to:
Work with the Senior Director of Arts Policy to maintain budgetary and contract compliance and fiscal oversight over the community engagement and capacity components of the Creative Forces Network
Work with the AFTA Finance Department and other staff as assigned to create and monitor budgets, process contract payments and expense reimbursements, and record, track and reconcile expense for all activities carried out under the Creative Forces Cooperative Agreement in a manner consistent with federal Uniform Guidance principles and Uniform Guidance audit regulations.
Serve as primary contract specialist for Creative Forces independent contracts, including but not limited to: assisting with and advising on RFP development and contract award process; monitoring contract execution, timelines, and final deliverables, maintaining all appropriate records and documentation necessary to comply with federal Uniform Guidance principles and Uniform Guidance audit regulations , and ensuring all partners and contractors are aware of targets and indicators for success
Work with internal AFTA staff and Creative Forces National Team to ensure activities executed under and supported by the Creative Forces cooperative agreements are in full compliance with federal laws governing procurement, NEA Cooperative requirements, and AFTA financial management policies
Recommend/implement new strategies and systems as needed to effectively and efficiently manage, monitor and execute all activities fiscally supported by Creative Forces
Work with the AFTA Finance Department and other staff as assigned to process contract payments and expense reimbursements and to reconcile expenses for all activities carried out under the Creative Forces cooperative agreements
Develop, update, and revise as needed standard operating procedures for the fiscal and operational administration of the Creative Forces cooperative agreements
Data Collection, Analysis, and Reporting
Develop, monitor and maintain a detailed budget for all activities carried out under the Creative Forces Cooperative Agreements that includes actual versus projected expenditures
Work with internal AFTA Strategic Impact, Development and Finance teams to integrate Creative Forces budget actuals and projections into the AFTA organizational budget; monitor and report changes and/or updates to said budget of significance
Work with the NEA and AFTA Creative Forces Project Directors, the AFTA Development Department, and Creative Forces Advisors to build and maintain projected budgets for future Creative Forces cooperative agreements
Work with Creative Forces Project Coordinator to maintain regularly updated, detailed, and accurate records of all activities carried out under the Creative Forces Cooperative Agreement to date. This should include: Number of activities completed and scheduled; payments made to consultants to date; other expenses incurred, etc. Develop financial status reports for internal and external use.
Serve as internal liaison and primary POC to other AFTA Departments involved in overseeing and administering the Creative Forces cooperative agreements
Provide ongoing communications support regarding budgets, contracts and compliance for Creative Forces Leadership Team, community engagement and capacity consultants, and independent consultants
Work with AFTA Development and Finance teams to create, oversee and/or manage creation of summary reports of Creative Forces progress for internal and external audiences, including those needed for compliance with the terms of the Cooperative Agreements and/ the federal Uniform Guidance audits.
At the direction of the AFTA Creative Forces Project Director, may be assigned to supervise new contracted CF employees, and additional consultants as needed.
As a Supervisor you are responsible for the performance of your direct-report(s). You should guide, train, support, and motivate your team member(s) to help them accomplish their job-specific goals. As a supervisor it is your responsibility to be knowledgeable of your direct-report(s) responsibilities and know how to get the tasks accomplished in their absence. You should continually work to earn the respect and credibility of your direct-report(s) by building an inclusive and supportive learning environment. As such, building trust with your team members is vital to a healthy work relationship. Specifically, you will:
Meet with direct-report(s) on a weekly basis to discuss progress on projects, priorities, and goals
Assist direct-report(s) with workflow/bandwidth management, and ensure that direct-report(s) understand their duties and delegated tasks
Provide timely and ongoing constructive feedback, including soliciting feedback from colleagues from other departments with whom direct-report(s) collaborate
Document progress of individual direct-report(s) goals by administering annual performance review and mid-year review of performance goals in compliance with AFTA’s strategic plan
Support and assist in planning direct-report(s) professional development activities; assist with finding professional growth opportunities
Maintain a safe and healthy work environment by establishing and enforcing organization standards and adhering to legal regulations
Develop and update employee job descriptions, as necessary
Approve timekeeping records prior to each pay period’s deadline
Assist direct-reports with ongoing coaching and counseling
Provide quick and appropriate resolution of all challenges, discrepancies, and miscommunications
Share, support, and carry out decisions made by the organization’s management
Ensure adherence to Americans for the Arts’ personnel policies and practices
Focus on creating a culture where accountability and fairness are present in every situation
Support an innovative workplace that fosters creativity, encourages new ideas, and supports examining different approaches to existing initiatives
Recognize the contributions of your direct reports in ways that are meaningful to them
SALARY:Starting at $83,000.00 annually
JOB CLOSE DATE: Monday, June 15, 2020
This position works 37.5 hours per week Monday through Friday around core business hours (10:00 am – 4:00 pm ET)
Some travel may be required
CULTURAL EQUITY COMPETENCIES
Americans for the Arts acknowledges the existence of systemic and structural biases and believes it is necessary to be strategic and intentional in pursuing cultural equity in all aspects of governance, operations, and programming. As an employee, you are expected to:
Pursue substantive learning to achieve greater cultural consciousness by attending at least one Americans for the Arts Learning Lab per quarter and/or other professional development opportunities
Support adoption of best practices to create a more diverse, equitable, and inclusive work experience for colleagues and external partners
Strive to consider the people, places, and cultures that might be missing from your work and look for opportunities to increase inclusivity in all the work you do.
Support the mission and vision of Americans for the Arts in all interactions with colleagues, members and stakeholders
Encourage colleagues and external stakeholders to advance cultural equity by adhering to the standards outlined in the Staff Values & Behavior Agreement in all interactions
EQUAL OPPORTUNITY EMPLOYER
Americans for the Arts believes that one of its greatest strengths is the rich diversity of its staff.
We provide equal employment opportunity without regard to race, color, creed, gender and gender identity or expression, age, mental or physical disability, medical condition, including pregnancy and childbirth, religion, national origin, marital status, sexual orientation, ancestry, genetic information, political belief or activity, veteran or military discharge status, or any other basis protected by local, state or federal law and regulations under Title VII.
The policy applies to all employment practices, including but not limited to recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation, benefits, social and recreational programs, and all other conditions and privileges of employment in accordance with applicable federal, state, and local laws.
All employees have the right to work in a workplace that is free of discrimination. Any person who believes they have been subjected to discrimination of any kind should contact their immediate supervisor or Human Resources. All complaints will be thoroughly investigated and any person violating this policy may be subject to disciplinary action up to and including termination. The law prohibits retaliation against any employee for reporting discrimination or perceived discrimination, or for participating in an investigation of incidents of discrimination or perceived discrimination.
Twelve days paid vacation first two years of employment, 15 days in third year and 20 days in fifth year and beyond with the ability to carryover your full years vacation to the following year
Twelve sick days per year with the ability to maintain up to 20 days in your accrual balance
Three personal days per year
Paid Volunteer time off
Individual HMO Advantage health insurance, dental and optical with option to upgrade to a PPO or add dependents
Healthcare, Dependent Care and Transportation pre-tax flexible spending accounts
A full list of benefits can be found on our website at:
The Creative Forces Project Administrator should be experienced in large-scale project fiscal management; possess strong organizational and communication skills; advanced knowledge of financial accounting and controls as well as specific knowledge of federal procurement rules and regulations; and contracts, budgets, and effective office systems. The Administrator must demonstrate exceptional attention to detail and ability to multifunction at a high degree of efficiency. Previous experience in managing government contracts and budget oversight a plus.
The Project Administrator should have an eagerness to learn, a high degree of skill and comfort in working with internal and external partners, be capable of working both independently and as part of a team, and have an enthusiasm for the arts. The Project Administrator requires the highest degree of professionalism, poise, and ability to treat sensitive materials confidentially.
Knowledge of or direct prior experience with active duty and/or retired military service members, Veterans, and military family members, as well as civilians with knowledge of this population, e.g. employees of defense and veteran agencies and/or service organizations is a plus.
In addition to the above, the Creative Forces Project Administrator position will have:
A positive attitude and an earnest interest in providing quality customer service to our members, stakeholders, and partners
Ability to maintain healthy interpersonal relationships
Ability to work with minimal supervision
Advanced knowledge of budget planning, accounting and fiscal control systems and project management
Advanced knowledge of office systems
Excellent customer service skills
Excellent written and oral communication skills
Experience with contract development and oversight; direct experience with managing federal contracts a plus
Strong organizational skills and the ability to manage timelines and deliverables
Strong Personal Computer (PC) skills including Microsoft Office (Outlook, Word, PowerPoint), Internet research experience, a basic knowledge of any Content Management System (CMS) and basic PC troubleshooting
Advanced skills in managing complex financial data in Excel spreadsheets or other accounting software
Telecommuting is allowed.
About Americans for the Arts
Founded in 1960, Americans for the Arts is the nation's leading nonprofit organization for advancing the arts and arts education. From offices in Washington, DC and New York City, we provide a rich array of programs that meet the needs of over 150,000 members and stakeholders. We are dedicated to representing and serving local communities and to creating opportunities for every American to participate in and appreciate all forms of the arts.