Program Specialist, County Programs at Arts Science & Cultural Council of Charlotte-Meckl

Description

OUR MISSION | REMARKABLE IMPACT

Remarkable impact is the heart of Foundation For The Carolinas’ mission, and the driving force behind our mission is the collective impact of thousands of nonprofits, families, companies, and organizations who partner with us to amplify the power of giving. 

The Arts & Science Council, a supporting organization of Foundation For The Carolinas, nurtures Charlotte-Mecklenburg’s cultural ecosystem by supporting local creatives and nonprofits. Its mission is to foster community retention, drive economic growth, and enhance residents' quality of life. As both a funder and fundraiser, ASC offers grants, manages public art, supports community-led programs like Culture Blocks, and provides educational programming for PreK-12 students. As an advocate and resource, ASC also provides funding support, workshops, and cultural education. ASC’s work aims to remove barriers, ensure cultural access for all, and promote upward mobility. 

HOW YOU’LL ADVANCE OUR MISSION | POSITION OVERVIEW

The Program Specialist for the Community & Artist Support department is a full-time, non-exempt role responsible for providing essential administrative and operational support to four Program Officers who oversee ASC's county-funded grant portfolios. This position ensures the smooth, efficient, and compliant execution of grant cycles, from application intake to reporting and close-out. Under the supervision of the Vice President of Community & Artist Support, the Program Specialist will be a central hub for communication, data management, and process adherence, playing a key part in the success of ASC's vital grant programs that strengthen our community's cultural landscape. The ideal candidate is highly organized, detail-oriented, proactive, and possesses excellent communication and interpersonal skills. 

YOUR UNIQUE IMPACT | ROLES & RESPONSIBILITIES

Program Officer Support (70%)

• This role would provide administrative support for the Culture Blocks, Arts in Education, School Funding Opportunities, and Venue & Rental Assistance Program Officers.
• Assist Program Officers with the preparation and distribution of grant guidelines, application forms, and related program materials for various county-funded portfolios.
• Coordinate logistics for grant panel meetings, including scheduling, technology setup (virtual and/or in-person), preparing and distributing panel materials, and managing attendee communications.
• Manage the intake of grant applications, ensuring all submissions are complete, properly categorized, and accurately entered into the grant management system.
• Support Program Officers in preparing grant agreements, award letters, and payment requests, ensuring accuracy and timely processing.

Data Management & Reporting (10%)

• Maintain accurate and up-to-date records within the grant management database (Blackbaud Grantmaking), including applicant information, grant statuses, payment schedules, and reporting deadlines.
• Assist Program Officers in tracking grantee compliance with reporting requirements, following up on overdue reports, and collecting necessary documentation.
• Generate standard and ad-hoc reports from the grant management system for Program Officers, Grants Committee, Board and ASC Leadership Team, focusing on portfolio performance, applicant demographics, and overall program metrics.

Communication & Customer Service (10%):

• Serve as a primary point of contact for general inquiries from grant applicants and grantees, directing specific questions to the appropriate Program Officer.
• Assist with outbound communications to applicants and grantees, including notifications, reminders, and requests for information.
• Support the Program Officers in preparing presentations and correspondence for internal and external stakeholders, including but not limited to: ASC’s leadership team, Mecklenburg County partners, ASC’s Board of Directors, and the Grants Committee.

Administrative & Operational Support (10%):

• Provide general administrative support to Program Officers, including scheduling meetings, managing calendars, and organizing shared files (digital and physical).
• Streamline grant processes by identifying efficiencies and suggesting improvements for administrative workflows.
• Collaborate with other ASC departments (Public Art, Advancement, Finance, etc.) to ensure seamless grant operations.

Working Conditions

• The ASC team works in a hybrid environment, with 4 days per week at the Foundation for the Carolinas office (220 N Tryon) and regular site visits. 

Requirements

 WHAT YOU’LL NEED FOR SUCCESS: QUALIFICATIONS  

• 3+ years of administrative or coordination experience, ideally within a grants, nonprofit, or government environment. Experience with county-funded grants or government contracting is a significant plus
•  Exceptional organizational skills and meticulous attention to detail are paramount.
• Proactive work ethic, with the ability to anticipate needs and problem-solve independently.
• Team player with strong interpersonal skills and a commitment to collaborative work.
• Genuine interest in and appreciation for the arts, science, and their role in enriching community life.
• Excellent communication skills (bilingual in English/Spanish preferred)
• Proficient in MS Office Suite; experience with databases is a plus (ASC uses Blackbaud Grantmaking and Raiser’s Edge). 
• Strong commitment to service, ability to manage multiple priorities, and deep understanding of the impact of ASC’s work in the community.