Program Operations Specialist

SUMMARY / OBJECTIVE

The Program Operations Specialist helps make sure Workforce Snohomish's programs follow all rules and run smoothly. This person tracks subawards, reviews financial and performance data, coordinates day-to-day project tasks across teams, and helps make sure work gets done on time and follows through from start to finish. This role works closely with the Data, Innovation, and Program teams to build reports, review how well programs are working, and improve processes along the way. With support from leadership, this person also helps break down complex policies and talk through how they apply to real situations.

This role requires a working knowledge of government-funded program requirements and compliance concepts — this is complex work, and we don't expect anyone to have it fully mastered on day one. The ideal candidate is naturally curious, energized by continuous improvement, detail-oriented, and comfortable managing multiple moving pieces across different teams and projects.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Program Compliance & Performance Monitoring

• Track and analyze program performance data over time to check compliance, spot when programs are on track, flag issues early when they're off track, and share findings and suggested next steps with the Director of Programs
• Support subaward and subrecipient monitoring activities, including routine spot-check file reviews and annual monitoring reviews
• Support the Director of Programs in developing subaward agreements, helping ensure they follow current rules and include clear, data-informed goals
• With leadership support, help break down policy language and talk through how it applies to specific programs and situations

Task-Level Project Management & Cross-Team Coordination

• Coordinate day-to-day tasks and projects across teams, keeping work organized and on track from start to finish
• Set timelines for assigned projects and tasks, follow up on action items, and make sure work is completed and properly closed out
• Keep team members informed of deadlines, dependencies, and next steps, helping different teams stay aligned on shared projects
• Track progress on multi-team initiatives and flag delays or roadblocks early so they can be addressed
• Maintain clear, organized documentation of project status, decisions, and outcomes so work can be picked up or reviewed at any point

Process Improvement

• Work with different teams to find problems in workflows and fix gaps in how policies are understood or applied
• Support the development of clear, simple processes, under the direction of leadership, so compliance tasks fit smoothly into daily operations
• Contribute to reports and performance reviews, helping surface potential opportunities for the Director of Programs to consider

CORE COMPETENCIES

Competencies may be developed through professional experience, community-based work, lived experience, self-directed learning, or formal education. This role requires demonstrated ability in the following areas:

• Working knowledge of government-funded programs — some experience with or exposure to grant, contract, or publicly funded program requirements; willingness to build deeper compliance and policy knowledge over time
• Data and analytical thinking — ability to read and interpret data, spot patterns, and turn findings into clear next steps
• Attention to detail — reviewing documents, financial data, and compliance files accurately and thoroughly
• Project and task management — able to plan, organize, and follow through on multiple tasks and deadlines across different teams and projects at once
• Professionalism — sound judgment, reliability, and follow-through, especially when coordinating work across teams or communicating with leadership
• Clear communication — writing and speaking clearly, whether documenting a process, following up on a task, or explaining a policy
• Cross-team collaboration — working well with different teams and building strong, trust-based relationships
• Coachability & willingness to learn — genuinely curious and energized by learning complex material, continuous improvement, and building subject-matter expertise over time
• Comfort with technology — willingness to learn and use new software, including data tools and CRM systems
• Humility & respect — approaching leadership and collaboration with humility, and showing respect for different perspectives so all team members can thrive

EDUCATION AND EXPERIENCE REQUIREMENTS:

Workforce Snohomish uses a skills-based hiring approach and recognizes that qualifications for this role can be built through multiple pathways. We value:

• Experience with government-funded programs, grants, contracts, or compliance-related work, gained through professional experience, coursework, or self-directed learning
• Experience coordinating projects or tasks across teams, through work experience, volunteer leadership, or similar responsibilities
• A background in public administration, business, finance, nonprofit management, or a related field through a degree program, professional certification, or equivalent experience is valued but not required

Many talented candidates hesitate to apply unless they meet every qualification. We welcome applicants with a range of experiences and perspectives, including those with direct experience in the communities we serve

WORK ENVIRONMENT

Work is typically performed sitting at a computer desk. Workdays and hours are subject to need and availability to ensure operational coverage throughout the work week. However, daily demands may require occasional early arrivals, late departures, extended hours, as well as weekend or holiday work.

PHYSICAL DEMANDS

• Prolonged periods of sitting, standing, and computer work
• Repetitively uses hands and wrists on computers and telephones
• Lift or move supplies or other objects, up to 20 pounds

TRAVEL REQUIRED
Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.

EEO STATEMENT

Workforce Snohomish provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

OTHER INFORMATION:

• Our organization is not able to offer or assume sponsorship for employment visas (including H-1B, OPT, CPT, or TN). Valid U.S. work authorization is required for employment.
• No relocation costs covered.
• Upon offer of employment successful completion of a background check will be required.