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Director of Programs Administration

The Golden LEAF Foundation seeks a motivated, detail-oriented, quick learner to join the Programs team.

The primary focus of this role is internal-facing and leads processes to ensure implementation of standardized grant monitoring and related work of Program Officers, ensuring organizational excellence through training and resources, and providing other internal management and support.

This role will also spend a portion of their time managing a portfolio of active projects and taking on new applications. 

This role reports to the Senior Vice President/General Counsel and collaborates closely with programs leadership. This role will have shared oversight of six program officers and direct oversight of the Program Associate. This role participates as a member of the President’s management team.

Golden LEAF Programs Team Overview

From application, all projects are assigned a Primary Staff and Program Lead. The Senior Program Officer, Director of Programs, Vice President/Chief of Staff, Senior Vice President/General Counsel, and the Director of Programs Administration serve as Program Leads. Program Officers typically serve as Primary Staff. The Programs team also includes a Director of Grant Systems and Data who collaborates closely with this role. 

Generally, the Director of Programs serves as Program Lead for workforce related projects, the Senior Vice President/General Counsel and Senior Program Officer serve as Program Leads for economic development, strategic initiatives, and infrastructure-related projects and the Vice President/Chief of Staff is Program Lead for disaster recovery, flood mitigation, and other temporary programs. 

This role serves as Program Lead for healthcare job creation, agriculture job creation, applied agricultural research, and economic development and infrastructure projects. The majority of projects will likely be infrastructure or related construction projects. Prior experience in these or related areas is a preferred qualification, but not a requirement; however, interest in working in these areas is essential. This role is not expected to take on any workforce-related projects.

This role differs from the roles of other Program Leads because it includes significant responsibility for implementation, oversight, and improvement of the Foundation’s policies and practices in Programs administration. This role reflects a new reorganization of responsibilities within the Programs team to dedicate staff resources on these functions. The Foundation anticipates that this position may spend more time on Programs administration in an average week than on reviewing applications and monitoring individual awards.

In their role as Primary Staff, Program Officers may work with each different Program Lead, depending on the project and their area of focus. Golden LEAF has a team of eight Program Officers (two dedicated only to disaster and flood mitigation projects). Golden LEAF also has a part-time Program Associate who supports the Programs team through review and follow up with grantees regarding required reports.

Primary Functions

Programs Administration

  • Maintain and update Program Officer desk review expectations and related materials to ensure alignment with Golden LEAF’s Grant Monitoring Policy.
  • Oversee the development, implementation, and continuous improvement of program guidelines for applicants, grantees, and staff.
  • Promote consistency and efficiency by standardizing practices used in grant monitoring and administration.
  • Provide training, guidance, and feedback to Program Officers, reinforcing established processes for communication and decision-making.
  • Conduct workload reviews for Program Officers, including scheduling, analyzing reports, and identifying issues for leadership attention (in collaboration with other Program Leads).
  • Analyze Program Lead workload and status of items pending review by all Program Leads and share information with each Program Lead and the Senior Vice President. Develop and provide monthly reports to the President and Senior Vice President.
  • Manage Programs calendar systems, including Outlook and Asana, by coordinating team meetings, recommendation meetings, due diligence planning, and other recurring activities.
  • Provide oversight for overdue report remediation and ensure timely resolution of outstanding compliance issues.
  • Monitor grant outcomes to identify potential issues and coordinate appropriate remediation strategies.
  • Analyze data regarding programs trends (project timelines, reporting timelines) and develop and implement solutions to bottlenecks or other challenges.
  • Ensure Programs team compliance with internal organizational requirements (leave tracking, professional development, etc.).
  • Lead the implementation of the annual performance based evaluation process for Program Officers and the Program Associate, with engagement of other Program Leads.

Grant Application Review and Monitoring Funded Projects

  • Evaluate proposals for alignment with the Foundation’s funding priorities, and with the Senior Vice President, and other programs staff, develop recommendations to the Programs Committee and Board.
  • Review and approve items completed by Program Officers, including reports, requests for payments, modifications, extensions, and budget revisions, and provide appropriate feedback to Program Officers.
  • Respond to inquiries from potential applicants interested in applying for Golden LEAF funding.

Sample day-to-day activities

In this role, you may: 

  • Collaborate with the Program Associate on common issues experienced by grantees in submitting reports and develop guidance to remediate
  • Pull a report of overdue reports and work with a Program Officer to prioritize and strategize follow up with grantees
  • Update guidelines for grantees related to submitting payment requests to address frequently asked questions (in collaboration with the Director of Grant Systems and Data)
  • Review an application and discuss follow-up questions with a Program Officer
  • Undertake a site visit to conduct due diligence regarding a pending application or to monitor a funded award
  • Plan for and lead a training session with Program Officers regarding required components for financial review
  • Respond to an inquiry from a potential applicant 
  • Respond to a question from a Program Officer regarding application of the Foundation’s Grant Monitoring Policy

Preferred Attributes

  • Effective communication skills, including written communications, and the ability to interact with individuals from diverse backgrounds
  • Strong research, analytical, investigative, and organizational capabilities as well as the ability to distill ideas and clarify issues 
  • A strong work ethic, including ability to work independently, plan, set goals and objectives, organize, follow through, and meet deadlines
  • Capacity to manage multiple responsibilities at once and to prioritize projects to align with organizational needs
  • Knowledge of the nonprofit, educational, and/or governmental sectors
  • Understanding and appreciation for economic challenges and opportunities of North Carolina’s rural communities
  • Attraction to the mission of the Golden LEAF Foundation and a desire to be part of a mission-driven team are highly desired
  • Exceptional standards of professionalism, integrity and honesty, and commitment to quality in all aspects of work

Minimum Qualifications

  • A minimum of five years experience relevant to the Primary Functions of the Director of Programs Administration position listed above including experience with governmental, educational, and/or nonprofit sector entities and with grant reporting or grant management
  • Interest in learning concepts regarding public infrastructure including water, sewer, and buildings, especially in the context of economic development, healthcare job creation, agriculture job creation, applied agricultural research, and strategies and programs to support rural economic development
  • Project management experience, including developing necessary steps for implementation, assigning responsibility for activities, providing updates to team members, and setting and managing deadlines
  • Experience supervising staff including evaluating performance, providing feedback, and managing or conducting staff training
  • Demonstrated proficiency in the use of common software programs including Microsoft Outlook, Word, and Excel, and the ability to learn to use a grants management system (Golden LEAF uses Fluxx)

Preferred Qualifications

  • Familiarity with concepts regarding public infrastructure, especially in the context of economic development, and with strategies and programs to support rural economic development
  • Knowledge of purchasing, billing, and financial reporting practices in the not-for-profit and governmental sectors will be helpful
  • Demonstrated experience using project management tools to track and manage tasks (Golden LEAF uses Asana)
  • Familiarity with strategies and processes for organizational improvement or development

Location and Work Schedule

This position will be based at the Golden LEAF offices at 301 N. Winstead Avenue in Rocky Mount, NC, with some travel within the state expected (amount varies, but approximate average of two days per month). Currently, most Golden LEAF staff work from the office Mondays and Thursdays, with most roles having the option to work remotely the remainder of the week unless otherwise requested by a manager. This role may need to be in the office more frequently than two days per week to collaborate with other Programs staff.

Physical Requirements/Working Conditions

Following are physical and mental requirements of the position as typically performed. Inability to meet one or more of these physical and mental requirements will not automatically disqualify a candidate or employee from the position. Upon request for a reasonable accommodation, the Foundation may be able to adjust or excuse one or more of these requirements, depending on the requirement, the essential functions to which it relates, and the proposed accommodation.

  • Operates in a professional office environment and performs primarily sedentary work.
  • Routinely uses standard office equipment such as computers, printers, copiers, and phones.
  • Sits for prolonged periods at a desk. Frequent standing and walking. Occasional stooping, reaching, bending, climbing, pushing, pulling.
  • Repetitive use of fingers and hands for typings and other tasks.
  • Occasional lifting up to 35 lbs.
  • Frequent listening, speaking, and use of visual acuity.
  • Ability to use all senses to safely drive a vehicle, and ability to drive a vehicle.

Compensation and Benefits

The Director of Programs Administration is a full-time, salaried position with an anticipated hiring range of $105,000 – $125,000, based on experience and other considerations.

Golden LEAF provides the following benefits to employees:

  • Golden LEAF paid contributions to a 403(b) retirement plan at the rate of ten percent (10%) of base salary with no required contribution by the employee. There is no waiting period for participation in the 403(b) retirement plan.
  • Enrollment in Golden LEAF’s medical insurance plan for the employee and dependents. The plan pays a benefit of 90% of medical costs once the deductible has been met. Golden LEAF contributes to a Health Savings Account (HSA) in the employee’s name to help offset the cost of the deductible. Golden LEAF pays all medical plan premiums, provided that premiums plus HSA contribution total less than $23,000. Medical insurance begins after the 30th day of employment.
  • Enrollment in Golden LEAF’s dental plan for the employee and dependents, maximum benefits are $1,000 per person in the plan year.
  • Enrollment in a vision coverage plan for the employee and dependents, at no cost to the employee.
  • Enrollment in a long-term disability insurance plan and a life insurance plan, at no cost to the employee.
  • Supplemental insurance plans, including cancer, critical illness, and additional life insurance, are available with premiums deducted from payroll.
  • Annual leave and sick leave. Golden LEAF has 13 official holidays per year.

Timeline

Applications will be reviewed and interviews will be conducted on a rolling basis until the successful candidate is identified and the position is filled. 

Compliance

Golden LEAF will conduct a criminal background check and may conduct additional background checks.  Golden LEAF is a drug-free workplace and may conduct drug tests of applicants as a condition of employment. Golden LEAF uses E-Verify to confirm the identity and employment eligibility of all new hires.

How to Apply

A resume and cover letter must be submitted using the form on the Golden LEAF website below. 

Applicants may be asked to complete a sample project or provide a writing sample. 

Completion of all fields in the form below is required for submission. A confirmation email will be sent to the email address provided following successful submission.

If you have any questions about the position or experience technical difficulties, please contact Ted Lord at [email protected].