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23 Oct 2018

Full-Time Public Programs & Grants Associate

CNY Arts  Syracuse, New York, United States

CNY Arts - job posting

Job Description

Under the direction of the Executive Director and Director of Programs, the Grants & Public Programs Associate will be the lead staff member on planning and executing multiple community based and arts education programs and presenting and supporting the CNY Arts regrant programs and marketing & promotional services throughout a six plus county region.

Key responsibilities include:

  1. Initiating from budget to full execution of CNY Arts’ three community based public programs: Dasher’s Magical Gift, a holiday show for Pre-K – 4th graders in December, annually; the Michael Harms Theater Festival, a one day theater festival for high school students; On My Own Time, an amateur, juried art exhibition in tandem with local businesses, presented at the Everson Museum of Art.


Duties Include:

    1. Serving as lead liaison and working with Oncenter, Cayuga Community College, Everson Museum, Artistic Staff, House Staff, Dance School, Community Based program funders (under the direction of the Executive Director), PreK-12 school personnel, and BOCES
    2. Working with volunteers and interns on the community based programs or administrative support
    3. Creating and maintaining an outreach plan for Dasher in tandem with staff including calendar dates, advertising, ticket sales and registrations for community based events
    4. Coordinating staffing patterns and day of events
    5. Coordinating Harms Festival and OMOT in tandem with any consultants used
    6. Maintains organization’s database(s) that includes various mailing lists
    7. Draft crisis management scenarios and responses for quick responses.  These scenarios should be based on an emergency, accident or something negative that happens around one of CNY Arts annual events such as: “Dasher”, “On My Own Time”, and Harms Festival.
  1. Coordinating, presenting and implementing successful regrant cycles for the New York State Council on the Arts Decentralization Program and Onondaga County Grant Programs; other grant/scholarship programs may be assigned


Duties include:

  1. Provides necessary technical assistance for artists, agencies to apply and access the grant funding; fields questions and provides appropriate professional development for grantees and applicants.
  2. Utilizes online grant management system, Submittable, and assists users.
  3. Presents regrant information in public forums and coordinates and conducts public seminars and informational sessions through the year.
  4. Coordinates and facilitates regional peer-review funding panels throughout the year; solicits panelists and maintains roster of prospective panelists
  5. Ensures proper procedures followed by independent panel and Board of Directors in determination of funding.
  6. Facilitates changes to application process for funded agencies.
  7. Assists Director of Programs and Regional Decentralization Oversight Committee in maintaining cultural regrant plan for our six-county region.
  8. Establishes auditing schedule of completed CNY Arts regrant contracts. Delegates auditing responsibilities, when applicable.
  9. Ensures compliance of all grantees with CNY Arts contracts and compliance with CNY Arts funder contracts with New York State and the County of Onondaga
  10. Maintains lines of communication with funded agencies to ensure timely receipt of applications and reports.
  11. Serves as initial contact, point person, and a continual resource for the organization for program related matters.
  12. Compiles and monitors data and metrics to create reports and whitepapers for funders, legislators and community leaders.
  13. Provides assistance in creating and implementing outreach, marketing and publicity plans for grant programs.
  14. Vets all grant applications that come in through CNY Arts for completeness.
  15. Relays panel comments and provides technical assistance throughout the application process.


  1. Coordinating and maintaining CNY Arts’ two arts in education regional programs, Arts in Higher Education Consortium and the STAR Teaching Artist Trainings.


Duties include:

  1. Maintain and update roster of College and University professors, deans and personnel for higher ed summits
  2. Create and manage dues payments and records
  3. Create communication schedule to contact higher education
  4. Plan and execute AiHE convenings: two annual summit meetings
  5. Work with task force to create agendas, invitations and solicit new members for the Consortium
  6. Plan and execute two to three STAR Trainings and Roundtables annually (Supporting Teaching Artist Regional Training)
  7. Supports all aspects of general office activities
  8. Maintain office calendar (print and digital) to facilitate coordinating organizational work flows and meetings.
  9. Maintains confidentiality in all aspects of client, staff, and agency information
  10. Set up and coordinate meetings, trainings and conferences


  1. Support organizations and artists use and access the Collaborative Marketing Information System


Duties include:

  1. Manage Arts & Entertainment Guide and Calendar website and online arts marketing and events/activities calendar. Ensure that all information is timely and up-to-date.  Look for ways to continual improve website and event calendar in tandem with the Marketing contractor/consultant
  2. Support website user policy, procedures and clear, easy-to-follow guidelines and instructions for all levels of users (artists, agencies, audiences, media, etc.)
  3. Educate and train all organizations using the calendar to promote their events re; registration procedures, how to best maintain their presence on the calendar of events, and analyze its value, and utilize CNY Arts calendar seminars and one-on-one instruction to improve the value of the calendar to them.
  4. Monitor event submissions to ensure policy conformity. Coordinate with Syracuse Convention and Visitors Bureau and other local events calendars to sync events from calendar into event listings.


Additional Duties:

  1. Assists with special events, fund raising activities, and the organization’s annual meeting
  2. Support organizational Annual Report
  3. Creates and uses time effective systems to communicate with community members regarding upcoming events and programs; works with staff to create effective community systems.
  4. Support and contribute to Social Media posts and sites on behalf of CNY Arts, Inc.  (Facebook, Instagram, Twitter account.)  Making sure that all digital, print, and other media used in promoting CNY Arts is brand consistent.
  5. Contributes to e-newsletter, website and social media marketing as applicable.
  6. Communicates effectively with staff and interns on program needs and activities.



  1. Provides accurate reporting of program and other expenses in a timely manner to enable agency to track cash flow and budget neutrality.
  2. Creates program narratives for application and grants using records of grant program activities for NYSCA and other potential regranting funders such as foundations, corporations, community agencies and government agencies, including information about grant goals, targeted outcomes, evaluation, strategic plans, and success of grantee use of funds.
  3. Reports all expenses and submits receipts in a timely manner.
  4. Delegates, when applicable, the ordering of supplies, servicing of office equipment and general technical troubleshooting.
  5. Performs general office tasks, answers phones, and other administrative duties.
  6. Other duties as assigned.



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



Bachelor’s degree (B.A.) from an accredited four-year college or university; or four to six years related experience and/or training; or equivalent combination of education and experience. Experience in arts services and membership services are helpful. Expertise in one arts administration, and/or an arts discipline is important and general knowledge of the arts industry is helpful. Intermediate to advanced skills in Microsoft Excel and database management is preferred. Excellent attention to detail.


 Language Ability:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Strong ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.


Math Ability:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.


Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions.

Ability to interpret an extensive variety of technical instructions in mathematical or

diagram form and deal with several abstract and concrete variables.


Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Word; Microsoft Excel; internet software; Microsoft Access; Microsoft Outlook; Constant Contact. Familiarity with website design and maintenance is preferred, but not required.


Certificates and Licenses:

Valid NY State Driver’s License


Knowledge, Skills and Other Abilities:

  • Reliable transportation
  • Ability to travel overnight
  • Art generalist
  • Time management
  • Community planner and facilitation with diverse communities
  • Uses of IT and web interaction


Work Environment:

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Accommodations may be made to enable individuals with disabilities to essential functions. Travel to multiple counties to rented or donated space for assistance workshops and outreach meetings is required.  While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.


Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


The employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to use hands and talk or hear. The employee is frequently required to stand; walk and sit. The employee is occasionally required to reach with hands and arms and taste or smell.


How to Apply

Please submit a cover letter and resume to

Job Categories: Arts and Culture. Job Types: Full-Time. Job Tags: arts center, associate, education, and marketing. States: New York.

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