Grants Management Systems Administrator

The Seattle Office of Arts and Culture (ARTS) annually invests $13 million to support diverse artistic endeavors across the city. These initiatives range from LGBTQIA+ outdoor film screenings in Cal Anderson Park to music workshops for blind and visually-impaired youth at the Jack Straw Cultural Center, showcasing a broad spectrum of cultural offerings. ARTS is dedicated to ensuring access to programs and services, promoting the value of arts and culture in Seattle, and highlighting the public benefits it provides. In line with the City’s Race and Social Justice Initiative, we are committed to eliminating institutional racism in our programs, policies, and practices. Our anti-racist work actively centers the creativity and leadership of people of color to build systems that benefit everyone.

To further this mission, ARTS is seeking a Grants Management Systems Administrator. This role will provide technical oversight and primary staff support for our grants and project management systems, including Fluxx and Submittable. You’ll also offer technical expertise and participate in special projects focused on organizational capacity building and data management.

Grants Management Systems Administrator: Job Responsibilities

As the Grants Management Systems Administrator, your responsibilities will include:

Fluxx System Administration:

• Backend System Management: Build, update, and maintain all forms (grant applications, reviews, contracts, payment requests, grantee reports), internal reports, and workflows.
• Staff Support: Provide primary Fluxx support, including setting up user permissions, training staff on standard business procedures and functions, and offering regular troubleshooting assistance.
• Documentation: Develop and maintain clear documentation for Fluxx backend administration functions and standard business processes.
• Timeline Advising: Advise project managers on necessary build timelines for all grant cycle components within Fluxx (application, panel review, contracting, payment, final reports) to ensure deadlines are met.
• Meeting Facilitation: Lead Fluxx meetings, including weekly office hours, to troubleshoot issues with internal staff and enhance their system knowledge.
• Liaison Role: Communicate with Fluxx Support and Seattle IT to resolve bugs. Represent ARTS in Citywide Fluxx meetings to align system changes and improvements with ARTS’ needs.
• Collaboration: Work with Fluxx administrators from other City of Seattle departments to share knowledge, solutions, and processes.
• Integration Coordination: Collaborate with citywide administrators to coordinate integrations with third-party applications.

Submittable System Administration:

• Backend Management: Provide backend system administration, including building application and review forms, and workflows. Set up user permissions, train staff on standard business procedures and functions, and provide troubleshooting.
• Staff Support: Serve as the primary Submittable support for staff.
• Timeline Advising: Advise project managers on build timelines for grant cycle components within Submittable (application and panel review).

Information Systems Projects:

• Asana/Project Management Software: Participate in the design and training for implementing project management software for staff.
• SharePoint: Support and provide technical assistance for data migration from a legacy system to SharePoint.
• General Support:
  • Support the design of custom reports within grants systems based on evolving business needs.
  • Advise on policies and training related to data storage best practices and naming conventions for ARTS.
  • Perform other duties as assigned.

What Makes You Successful:

You’ll excel in this role if you have the ability to:

• Provide exceptional customer service and technical assistance to both internal staff and external partners.
• Utilize excellent communication skills.
• Manage multiple differing timelines and priorities, balancing competing needs effectively and maintaining organization.
• Effectively escalate issues when necessary.
• Think strategically (“big picture” and “high level”) while also being able to focus on detailed tasks.
• Work independently, as a team member, and as a central point of contact for staff across the office.
• Communicate effectively, both orally and in writing.
• Demonstrate a strong commitment to racial and social justice, applying this lens to your work and decision-making.

And possess experience with:

• Scripting (e.g., Liquid, JavaScript, or Python).
• Relational database administration/management.
• Complex project management involving multiple stakeholders.
• Intermediate knowledge of Excel (e.g., pivot tables, functions).
• Intermediate knowledge of HTML.
• Information systems.
• Strategic thinking and proactive problem-solving.
• Building relationships within and across departments/stakeholders.

Qualifications:

In addition to the qualities listed above, you will need to meet the following required qualifications (or possess an equivalent combination of education, training, or experience):

• Five (5) years of professional experience in systems, operations, procedures, research, or analysis.
• OR
• Four (4) years of professional experience in systems, operations, procedures, research, or analysis AND an Associate’s degree in business or public administration, finance, computer science, or a related field.
• OR
• Three (3) years of professional experience in systems, operations, procedures, research, or analysis AND a Bachelor’s degree in business or public administration, finance, computer science, or a related field.
  

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