Program Operations Coordinator

Supervisor: Program Operations Manager  

Status: Full time/Non-Exempt; No direct reports, 26-month term position 

What We Need 

The National Marine Sanctuary Foundation is expanding its Program Operations Division and is seeking a Program Operations Coordinator to support growth across our mission-focused programs that help create a thriving and healthy ocean, coasts, and Great Lakes. The Program Operations Coordinator is an integral team member for the daily coordination of operational needs. The position is within the Program Operations Division, which includes workforce development, compliance management, grants and contracts, and funding award management, including a new cooperative agreement with NOAA Office of National Marine Sanctuaries focusing on the designation of six national marine sanctuaries, a historic effort that will more than double the size of the National Marine Sanctuary System. We need a team member who will work closely across departments and with partners to provide administrative support for our federally and privately funded programs related to the Foundation’s three core mission areas: conservation and restoration, science and technology, and education and outreach, specifically focused on advancing public value of the National Marine Sanctuary System. 

You will join a growing Program Operations team that includes two Senior Program Operations Managers, three Program Operations Managers, a Senior Program Operations Coordinator, and a Program Operations coordinator, who all work collaboratively to operationalize mission-based programs. This role is currently offered as a 26-month term position. The position may be extended based on the continued availability of funding.  

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 

Working at the crossroads of the Foundation’s mission programs and the people and funding sources that support those programs, the Program Operations Coordinator will support the operational planning, establishment, execution, and evaluation of multifaceted programs that consist of a set of closely related sub-projects funded through federal, state, and non-federal private grants and cooperative agreements.  

You’ll work on the Program Operations team that monitors the responsible and appropriate use of programmatic funds within the parameters of awards, provide consistent access for employees to organization systems and resources, and be an integral member of the Program Operations Division within the wider Foundation team. 

• Provide a high level of customer service for staff and partners by prioritizing and expediting requests from staff or partners to the correct Program Operations Manager.
• Assist Program Operations Managers with staff database access, data entry, and troubleshooting.
• Attend and take notes during meetings, providing follow-up on action items and decisions.
• Maintain compliant inbound and outbound grant, contract, and award files.
• Pull reports from the Foundation’s online project management database to support the needs of Foundation departments.
• Draft outgoing contracts, grants, and amendments through the Foundation’s online system and coordinate approvals and signatures.
• Coordinate travel requests related to your assigned projects and other award documentation that requires funder approval.
• Process applications for grant and contract RFPs, including liaison with applicants, prepare materials for reviewers and coordinate with the selected awardees for agreements and reports.
• Collaborate with other Program Operations Coordinators to prepare and distribute monthly summaries of awards and grant projects and distribute them to Senior Staff.
• Assist in digital file organization for the projects in your portfolio.
• Draft documents and spreadsheets to help analyze project progress.
• Work with Executive Assistant for meeting support and cross-department coordination.
• Support some purchasing and invoicing needs.

Who You Are 

As the Program Operations Coordinator, you’re a mission-driven, highly productive individual who is committed to supporting the efficient and impactful delivery of programs. You are driven to get the job done well, a quick learner who has an eye for the small details and enjoys making connections with staff and partners.  

Qualifications:

• Entry-level/early-career position: 0-2 years of experience, including internships.
• A flexible team member with an ability to prioritize multiple projects.
• A self-starter who will suggest process improvements.
• A team player who also works well independently.
• Excellent at providing quality customer service.
• Highly organized, with the ability to prioritize work, meet deadlines, and produce quality results with attention to detail.
• Excellent verbal and written communication.
• Able to recall information, people, and projects, and able to develop trusted relationships with staff and partners.
• Experienced using office productivity programs, including preferably Microsoft Office Suite and Asana (or a quick learner on similar platforms).
• Capable and adept with virtual meeting platforms such as Microsoft Teams or other platforms.

Why You’ll Love Us 

The National Marine Sanctuary Foundation (“Foundation”) is a leading voice for U.S. protected waters, working with communities to conserve and expand those special places for a healthy ocean, coasts, and Great Lakes. The Foundation works in close partnership with the National Oceanic and Atmospheric Administration (NOAA) to increase stewardship of our ocean and Great Lakes through on-the- water conservation projects, and education and public outreach activities, and by support for research. Together, we safeguard species and the places they call home, and support coastal communities and economies.  

• Dedicated and passionate staff committed to marine and Great Lakes jobshiringnearme.org
• Generous leave policy, plus paid time off the week between December 25 and January 1; and 12 paid holidays
• Health benefits: Medical with an FSA option; dental, and vision
• Foundation paid Life and Disability Insurance
• Preparing for the Future: 403(B) with employer contribution after one year of service

Compensation and Benefits: $50K-$55K annually based on experience. The Foundation offers a competitive benefits package. 

Location: Washington D.C. based (Silver Spring HQ office location). Partial telework may be available. 

Applications must include a cover letter, resume and at least three professional references. Applications received before December 23, 2024 will be preferred. 

The National Marine Sanctuary Foundation is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This commitment applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, and training. The Foundation makes hiring decisions based solely on qualifications, merit, and business needs at the time.