Program Operations Specialist

Role Overview

The Program Operations Specialist ensures that Workforce Snohomish’s programs adhere to all regulations and function efficiently. This role involves tracking subawards, analyzing financial and performance data, coordinating cross-team project tasks, and ensuring timely completion of work from inception to closure. The specialist partners closely with Data, Innovation, and Program teams to generate reports, evaluate program effectiveness, and refine processes. With guidance from leadership, the specialist also interprets complex policies and discusses their practical applications in various scenarios.

Key Responsibilities

• Monitor and analyze program performance data to verify compliance, identify on-track or off-track progress, and report findings and recommendations to the Director of Programs.
• Support subaward and subrecipient oversight activities, including periodic file audits and annual reviews.
• Assist the Director of Programs in drafting subaward agreements that align with applicable regulations and contain clear, data-driven objectives.
• Break down policy language with leadership assistance and discuss its relevance to particular programs and contexts.
• Manage day-to-day coordination of project activities across teams to maintain organization and ensure project milestones are met.
• Establish timelines for projects and tasks, follow up on action items, and confirm completion and proper closure of work.
• Communicate deadlines, dependencies, and subsequent steps to team members to maintain alignment on shared initiatives.
• Track the progress of multi-team projects and proactively flag potential delays or obstacles for resolution.
• Maintain detailed and organized documentation of project status, decisions made, and outcomes to facilitate continuity and review.
• Collaborate with teams to identify workflow inefficiencies and address gaps in policy comprehension and application.
• Contribute to the creation of streamlined compliance processes within daily operations under leadership direction.
• Assist in preparing reports and performance assessments highlighting areas for potential improvement for leadership consideration.

Required Competencies

• Foundational knowledge of government-funded programs with some familiarity or exposure to grant, contract, or publicly funded program requirements; eagerness to deepen compliance and policy expertise.
• Strong data analysis skills capable of interpreting data sets, recognizing trends, and translating insights into actionable recommendations.
• Keen attention to detail—consistently reviewing documents, financial records, and compliance files with accuracy and thoroughness.
• Effective project and task management skills, skilled at organizing multiple assignments and meeting deadlines across various teams.
• Professionalism exhibited through sound judgment, reliability, and consistency in communication—especially when liaising between teams and leadership.
• Clear written and verbal communication abilities to document processes, follow up on tasks, and clarify policy details.
• Strong collaboration skills with an ability to build trustful relationships across departments.
• Coachability and enthusiasm for learning complex material, embracing continuous improvement and subject matter mastery.
• Comfortable adopting new technologies, including data analysis tools and customer relationship management systems.
• Displays humility and mutual respect in working with leadership and colleagues to foster an inclusive team environment.

Education and Experience

Workforce Snohomish values a skills-based approach and welcomes candidates with diverse backgrounds. Preferred qualifications include:

• Experience related to government-funded programs, grants, contracts, or compliance through work, coursework, or self-directed education.
• Proven ability to coordinate projects or tasks across multiple teams via professional roles, volunteer leadership, or similar experiences.
• Educational background in public administration, business, finance, nonprofit management, or related fields through formal education or equivalent experience is advantageous but not mandatory.

Applicants from varied experiences and perspectives, including those connected to the served communities, are strongly encouraged to apply.