The Program Officer is the primary point of contact with grantees and provides the guidance and resources needed by grantees to successfully achieve outcomes and effective implementation of grant programs. The Program Officer uses a variety of methods to fulfill grantee needs such as face-to-face meetings, telephone conversations, videoconferencing and e-mail correspondence. Program Officers are expected to visit grantees up to four times per fiscal year. (During the COVID pandemic, maintaining the health and safety of employees and patrons is our priority and travel activity will be flexible and kept to a minimal.)
The Program Officer fosters and maintains positive grantee relationships through quality guidance and consultation on best practices for managing and operating a program under the terms of the grant, addressing the board’s priorities in prevention of tobacco use and obesity, research, and emerging opportunities to improve health.
The Program Officer works collaboratively with experts, consultants and training team partners as well as grantees, when developing new plans, tools, protocols, consultation delivery and training events. The Program Officer assists with the process of application reviews and preparation of summaries for review by the Board of Directors. The Program Officer stays abreast of research, trends, and evolving tools and practices for managing grants and programs.
Working for and with the Director of Programs, the Program Officer improves upon the agency’s capacity to successfully manage grants, seeks out, researches, and makes recommendations for strategic and innovative approaches or collaborations with stakeholders, and provides ongoing review and guidance of grant programs.
The Program Officer works under the guidance and supervision of the Director of Programs and job performance is evaluated by the Director of Programs.
RESPONSIBILITIES AND ACTIVITIES
• Serves as the primary point of contact with grantees to facilitate effective implementation of the grant, and appropriate use of agency funds.
• Conducts telephone, e-mail and face-to-face guidance and consultation regarding concerns and needs particular to all grantees, related to their program action plans, budget, reporting, evaluation, and operating and managing the grant.
• Provides guidance, consultation and training to grantees to include information on best practices for managing and operating a program under the terms of the grant, and program information related to topics in tobacco control, physical activity and nutrition and other related health areas. Guidance and consultation are delivered by a variety of methods to include face-to-face, telephone, e-mail correspondence and video conferencing.
• Implements and maintains a grantee reporting process that includes periodic performance reports, results of completed projects, how results are dissemination, and a process that provides periodic feedback to grantees.
• Leads and/or actively participates in the development of resource materials for each funded grant program e.g. policies, toolkits, playbooks, fact sheets, etc.
• Collaborates with other TSET team members on the operations of existing grant programs to ensure program success and accountability.
• Facilitates connections between grantees and other partners or resources, to enhance outcomes, leverage additional resources, and encourage innovative approaches to achieving outcomes.
• Works with the director of programs and other TSET and partners staff to provide grantee and partner training.
• Ensures grantees receive available programmatic and evaluation assistance from experts, consultants and training team partners, including strategic planning, formative research, access to best practices information, measurable outcomes, program implementation tools and templates, evaluation designs, and capacity building.
• Facilitates sharing of information, expertise and experience among TSET grantees, and with other partners in Oklahoma and nationally.
• Plans collaboratively with other experts, consultants and training professionals as well as grantees, when developing new tools, protocols, and the delivery of consultation and training events.
• Stays abreast of research, trends, and new issues in managing grants and programmatic initiatives endorsed by TSET’s strategic plan. Assesses and researches current trends, existing programs and resources that might be leveraged, surveillance data, evidence base, and state and national plans, to inform decision making about priority populations or approaches for future funding.
• Reviews and approves grant-related strategic maps, work plans, budgets, budget revision requests, subcontracts, and contract amendments.
• Reviews grant-related programmatic and financial tracking reports for linkages to the grant program’s scope of work and recommends any necessary course correction.
• Per direction from the Director of Programs, assists with or serves as the project manager when developing the parameters for new programs, Requests for Proposals and other grant solicitations, specifically writing the scope of work and other portions of the Requests for Proposals and solicitation requirements directly related to the scope of work.
• In collaboration with the Grants Management staff reviews grant proposals and other grant related documents to recommend a course of action as indicated to the Executive Director and Board of Directors.
• Conducts post-award and pre-performance meetings with grantees to go over agreed upon measurable outcomes, grant terms and conditions, funding amount, required reports, deadlines, grant support, training schedule, and other pertinent information.
• Is familiar with and uses TSET’s grants management software. May also assist in the development of new phases of the software.
• Assists TSET senior leadership upon request related to requests for information and day-to-day grant activities or projects.
• Travels periodically in performance of job duties and activities. Travel may average 10-20% of work time, depending on the needs of grantees.
• Assist with the coordination of major events and that are necessary throughout the life of the grant program or to TSET the agency. Represents TSET at major events.
• Other duties as identified and assigned.
KNOWLEDGE/SKILLS & ABILITIES
• Proficient in written and oral communication.
• Demonstrated experience in overseeing and providing consultation to programs.
• Ability to work form effective relationships with people of diverse backgrounds, perspectives and cultures.
• Demonstrated ability to work as part of a complex team.
• Ability to communicate technical, budgetary and program details to staff, grantees and applicants, orally and in writing.
• Knowledge of and experience in effective public speaking techniques and the ability to present complex information in an effective and concise manner.
• Ability to think and act decisively about grant compliance issues and corrective plans involving non-compliance.
• Demonstrated competency in both the programmatic and grant management components of public health or social services program implementation.
• Ability to understand, monitor and apply legal and programmatic regulations related to the grant program.
• Capacity to group abstract ideas and form coherent picture.
• Ability to objectively analyze a situation and evaluate pros and cons of any course of action.
• Ability to analyze budgets and related documents of public and private organizations.
• Knowledge of and experience in philanthropy, government funding, and/or the nonprofit sector operations.
• Basic knowledge of the legislative process.
• Broad familiarity with the agency’s history, structure, program areas and mission.
• Demonstrated experience in formulating and implementing policies and procedures.
• Familiarity with or expertise in all phases of creating and managing grants programs.
• Proficient in project management processes for complex projects and assuring timely delivery of quality products/deliverables.
• Proficiency in Microsoft Office products.
EDUCATION & EXPERIENCE
The Program Officer must have a combination of education and experience necessary to fulfill the responsibilities and expectations contained in this position description.
At a minimum, a candidate must have a four-year degree from an accredited institution of higher learning with three years of experience working in programs and managing grants in a private foundation, nonprofit, or government sector. Experience in providing consultation, program planning, program development, managing grants, and evaluation is preferred. Academic degrees preferred, but not required, would include those related to community health, public health, public administration, education and social work.
$50,000 to $60,000
Friday, February 5, 2021 at 4:30 p.m.
Resume with cover letter submitted by mail may be sent to:
Oklahoma Tobacco Settlement Endowment Trust
2800 N. Lincoln Blvd, Suite 202
Oklahoma City, OK 73105
Electronic resumes MUST be received by 4:30 p.m. on closing date and may be sent to: [email protected]