Special Projects Coordinator

The City of Virginia Beach seeks an experienced grants manager with a demonstrated interest in the arts to manage all aspects of a new grants program recently established within the Department of Cultural Affairs. This new position will be responsible for helping expand the reach of the arts throughout Virginia Beach by helping artists, neighborhood groups, community organizations, businesses and nonprofit organizations learn about and successfully apply for grants. Additionally, this individual will be responsible for analyzing and sharing the impact of these grant dollars on the community. A successful candidate will have an extensive understanding of best practices in grant administration, experience writing and/or administering grants, extraordinary oral and written communication skills, exceptional organization skills, workshop facilitation skills, the ability to multitask and prioritize, and a commitment to enthusiastically work with a wide range of community members. Essential Functions of the Job: • Grant Program Development: Based on City Council's direction from July 2024, collaborate with department leadership on new grant programs and revise existing programs that address emerging needs within the arts community and all districts in the city. Monitor and assess the impact of grant programs to ensure they meet strategic goals and Council's direction. • Grant Management: Oversee the administration of new and existing grant programs, ensuring compliance with all guidelines & reporting requirements. Coordinate review panels and form selection criteria for grant issuance. Field inquiries about grant opportunities and take appropriate, timely action. Effectively use Department's grant management software. • Artist & Organization Support: Offer personalized support to artists & organizations on grant applications & project proposals. Advise artists and organizations on best practices for organizational development, including financial management & capacity building. Maintain strong, healthy relationships with grantees for duration of grant period to ensure their success in fulfilling objectives outlined in their proposals. • Outreach & Communication: Develop and maintain strong relationships with local artists, cultural organizations, and community stakeholders. Engage in community outreach and education by conducting workshops, webinars and informational sessions to share available grant & development resources. This may include nights and weekends. Collaborate with marketing and communications staff to publicize grant opportunities. • Data Collection & Analysis: Develop reporting methods for grantees to effectively and efficiently gather data from each grantee to accurately provide metrics relating to the new grants. Analyze data relating to grants to assess any changes needed in future. Maintain accurate information to be able to conduct trend analysis in future. Identify methods to demonstrate impact of grant funds awarded. Prepare written reports and briefing documents for audiences including City Council. • Arts & Humanities Commission Support: Serve as a staff liaison to the Arts & Humanities Commission, engaging with grantee organizations and commissioners. Review all final reports and assemble impact metrics for annual report. • Other Duties: Exercise considerable judgment and initiative to anticipate and solve problems; develop and maintain appropriate program and project documentation, including paper and electronic files, databases, publicity materials and web resources; assist department leadership in short- and long-range strategic planning, goals and objectives; coordinate special projects; and serve as liaison with other City and community agencies, with awareness of and adherence to the initiatives as outlines in Arts Plan 2030; work collaboratively and positively with other members of the Cultural Affairs staff and City of Virginia Beach departments. • This is not designed to be a comprehensive list of duties, as this new position will evolve. The selected candidate will be a consummate professional, with strong ethical standards and exceptional good judgment. A successful candidate will display an ability to multitask, willingness to engage in relentless follow-up when needed, and commitment to consistent, clear communication. Workplace culture is important to the organization, and this staff member will be a vital member of an a small, but strong team. • This is a full-time exempt position that will require some nights and weekends. Requirements: • Education and/or experience in such fields as arts administration, public administration or nonprofit management • Grants writing or grants management experience • Demonstrated experience in managing successful projects • Excellent writing, editing and public speaking skills. • Commitment to City of Virginia Beach values and code of ethics • Ability to exercise good judgment, flexibility, confidentiality and discretion • Valid driver's license and reliable transportation Special Requirements : All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term needs and/or City-wide emergencies. Submission Deadline : Position open until filled. Initial review of applicants will begin Nov. 12.

Created: 2024-10-19