Grants Management Officer

Our commitment to advancing equity is rooted in meaningful cross-sector collaboration and partnership. This work centers the leadership, insight, and lived experiences of those most impacted by systemic inequities. Together with these communities, we have developed a suite of equity plans that confront structural barriers and commit us to sustained, measurable action:

• Racial Equity Plan

• Native American & Indigenous Peoples Equity Plan

• d/Deaf & Disability Equity Plan

ABOUT MASS CULTURAL COUNCIL

Mass Cultural Council is an independent state agency that advances the Commonwealth's creative and cultural sector by celebrating traditions and talents, championing its collective needs, and equitably investing in public resources through a wide range of grants, initiatives, and advocacy for artists, communities, organizations, and schools.

Our Vision

Mass Cultural Council envisions a diverse creative and cultural sector that is valued as essential in the Commonwealth.

Our work is grounded in the following values:

1. Creativity: We believe that creativity is the key to solving many of society's concerns and advancing this asset helps to make the Commonwealth a preeminent place in the nation for it to thrive.

2. Public Service: We serve the Commonwealth and all who live, work, visit, and play here by amplifying creativity, providing resources, expanding relationships, and championing transformational changes that maintain and grow a thriving creative and cultural ecosystem.

3. Inclusion: We work to build a diverse and equitable creative and cultural sector in the Commonwealth, ensuring that all who practice and participate in creative and cultural expression see themselves in it.

ADVANCING THE CULTURAL SECTOR THROUGH CROSS-SECTOR PARTNERSHIPS

Mass Cultural Council is leading a statewide effort to advance the cultural sector and position it as a critical asset and essential partner in addressing the Commonwealth's most pressing challenges. Through strategic partnerships, policy initiatives, and relationship building, the Agency collaborates across sectors-including health, education, housing, transportation, climate, agriculture, accessibility, workforce, and economic development-to expand resources, foster growth, advance equity, and expand the cultural sector's impact. This cross-sector work ensures the sector is embedded in the Commonwealth's vision for a vibrant, inclusive, and resilient future.

POSITION SUMMARY

The Grants Management Team is responsible for overseeing the full lifecycle of the agency's grantmaking activities, supporting both internal and external stakeholders, and ensuring the accuracy, availability, and strategic use of grants data.

The Grants Management System Officer (EDP Systems Analyst III) serves as a subject matter expert and technical lead for the agency's grants management platform. This role ensures system integrity, supports application and review processes, coordinates user training, and provides responsive customer service. The Officer plays a critical role in streamlining operations, advancing equity goals through system design, and maintaining high-quality data to support reporting and decision-making.

Apply here: https://massculturalcouncil.org/about/careers-at-mass-cultural-council/

ESSENTIAL FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. Duties will evolve over time and include other tasks or projects relevant to the position and operational needs.

GRANTS MANAGEMENT SYSTEM (GMS) ADMINISTRATION (33%)

• Serve as the primary point of contact for all fiscal-related GMS tasks, including DocuSign issues and updates.

• Manage notifications, reminders, and workflows related to contracting processes.

• Maintain and update the fiscal portal annually in alignment with the fiscal year.

• Import payment data on a weekly or biweekly basis.

• Distribute monthly grant opportunity announcements once content is approved.

• Send monthly Local Cultural Council newsletters via GMS.

• Manage and send ad hoc communications as needed.

• Run and verify necessary workflows prior to sending any communications.

• Responsible for maintaining, updating, and overseeing the Meeting Manager

• Document decision-making meetings, manage panel book records, and coordinate reviewer notifications.

• Maintain internal training documentation, including regular updates to the staff GMS handbook.

• Support annual generation of Legislative Reports each year

• Support special projects as assigned.

TECHNICAL GRANT APPLICATION SUPPORT FOR A PORTFOLIO OF PROGRAMS (33%)

• Autoload and prepare any necessary exported/imported information to start grant cycles each year.

• As requested, enter annual updates to grant application, final report, score sheets, etc. in grants management application.

• Ensures that grants that are handed off to the fiscal team have all the necessary fields (for example: Contract Authorization Form process).

• Support teams' specific review processes including scoresheets, formulas, randomization, Z-score or normalization, etc.

• Maintain process documents and instructions in collaboration with program staff

• Monitor cycle timeline and working with program staff and Senior Director of Program Operations ensure cycles stay on time and run smoothly.

CUSTOMER SERVICE & INTERNAL SUPPORT (33%)

• On a regular basis check Grants Team email inbox; and provides timely and respectful customer service responses to internal and external questions.

• Review, categorize, and code new user registrations in the GMS.

• Provides ongoing internal training and customer support to ensure all program staff have the training and resources to manage grant programs efficiently and successfully.

• Prepare job aids to educate employees on grants management system procedures and function.

HYBRID WORK MODEL

Mass Cultural Council currently follows a hybrid work model requiring employees to work in the Boston office (10 St. James Ave) at least eight days per month (minimum 60 hours). This requirement is reviewed annually and if it changes employees will be notified two months prior to the change. In-person attendance is required for meetings, training, site visits, and events as directed. Employees must live within commuting distance and be available for occasional travel, including evenings, weekends, and short-notice requests. These expectations reflect our dedication to public service and statewide engagement.

PHYSICAL REQUIREMENTS

The physical and sensory demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act (ADA) and other applicable laws, reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential duties of the job.

Physical Skills: Few physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. Work requires some agility such as the ability to lift, carry, set up, and break down event materials, such as banners, boxes, easels, signs, microphones, speakers, chairs, and tables.

Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone, personal computer and/or most other office equipment including word processing, filing and sorting of papers.

Visual Skills: Visual demands require constantly reading documents for general understanding and analytical purposes.

COMPENSATION

Bargaining Unit: 06 NAGE, EDP Systems Analyst III, Grade 14. Salary is set by the NAGE Unit 6 collective bargaining agreement and ranges from $75,000 to $110,000 annually. Most positions are staffed below the top of the range, based on years of relevant experience per contract guidelines.

Apply here: https://massculturalcouncil.org/about/careers-at-mass-cultural-council/

When you embark on a career with the Commonwealth of Massachusetts, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future. Please review our Employee Benefits Summary and Manager Benefits Summary guides for more information.

The Commonwealth of Massachusetts is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. We strive to ensure our workforce reflects the diversity of the communities we serve. We encourage applicants from a broad spectrum of backgrounds to apply.

It is important for us that this application process is accessible for all applicants. For any requests or needs regarding accessibility, accommodations, modifications, or specific preferences we should be aware of to ensure your experience is accessible, positive, and supported, please contact, Cathy Cheng-Anderson at Catherine.cheng-anderson@mass.gov.

Information submitted by applicants is collected through the JazzHR Platform, your submission of application materials constitutes your express consent for this information to be provided to JazzHR for processing. Please do not include any personally identifiable information with your application materials other than that specifically requested by Mass Cultural Council. Mass Cultural Council requests basic information such as name, address, telephone number, and email address. You may also self-identify with your race/ethnicity, gender, disability and/or veteran status. However, you should not provide more detailed personal information such as your date of birth or Social Security Number with your application materials.

Pre-employment requirements

• A criminal background check (CORI (Criminal Offender Record Information))

• Completion of Conflict-of-Interest Law Education training and Acknowledgement.

• In compliance with federal laws, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Qualifications

Below are characteristics we will look for in the selection process. We recognize that the depth of each individually and the balance of all of them collectively may vary from candidate to candidate and as such, encourage applications from individuals with a range of background experiences and skills.

• At least five (5) years of professional experience (full-time or equivalent part-time) in grants management system (GMS) administration, preferably within a nonprofit, public agency, or philanthropic organization.

• Advanced technical expertise in grants management platforms-ideally SmartSimple-including system configuration, workflow design, process optimization, and end-user support.

• Experience managing a helpdesk function or providing direct technical assistance, with a strong focus on service excellence and responsiveness to internal and external stakeholders.

• Proficient in data systems and analysis, including database administration, reporting, and data visualization using tools such as Microsoft Excel, Access, or equivalent platforms.

• Demonstrated ability to quickly master new technologies and platforms, with a proactive approach to learning and continuous improvement.

• Experience designing and delivering staff training and technical support, especially for users with varying levels of digital fluency.

• Strong organizational skills and demonstrated ability to manage detail-oriented processes, including administration, reporting, project management, and facilitation.

• Ability to navigate change, adapt to shifting priorities, and engage in innovative work that advances equity-centered and systems-level impact.

• Demonstrated ability to incorporate racial equity principles into grant operations, programs, and services.

• Ability to understand, explain, and apply the laws, rules, regulations, policies, procedures, etc. governing assigned programs and activities.

• Technical proficiency, including familiarity with Microsoft Office and the ability to learn and work within grants and relationship management platforms.