Program Operations Manager

Interfaith America | Chicago, IL
Date posted: July 17, 2023
Program Operations Manager
Contact Name: Shauna Morin
Deadline: Friday, July 28, 2023


At Interfaith America (IA), we collaborate with internal colleagues and external partners to execute programs that advance our mission. The Program Operations Manager is responsible for managing the systems that enable successful program operations, evaluation, and cross-organizational compliance – particularly for a large number of grants IA awards each year to support interfaith projects in a variety of sectors. The Program Operations Manager also plays a key role in enhancing the consistency, efficiency, and effectiveness of program management by equipping the program team to draw on best practices in granting, program planning, CRM, and data tracking to facilitate robust reporting and continuous improvement.

This person will work in collaboration with the Director of Program Operations and Evaluation and various teams (Advancement, Operations & Finance, Public Affairs, Programs) to sustain and refine IA’s resources and processes for program operations.


You are passionate about interfaith cooperation and have skills for creating and streamlining systems. You thrive in a fast-paced, adaptable environment where one day won’t look like the next. You maintain a big picture understanding of how systems operate alongside the patience and persistence of building formal and informal buy-in for the day-to-day work that makes the organization run well. You love to work collaboratively and liaise across multiple complex programs. You hold yourself and your work to a high standard of excellence and take personal responsibility for achieving your goals.

Salary Description
$55,000 – $65,000 annually


Outbound Grants Management

  • Manage internal processes for maintaining accurate, useful, up-to-date information about outbound grants in Salesforce and Sharepoint
  • Working with other stakeholders to ensure consistency across outbound grant application, grant selection, reporting, and evaluation processes
  • Monitor usage and technical issues for various software and tools (e.g., DocuSign, FormAssembly) and relay program needs for to appropriate staff person(s)
  • Coach staff on tools and processes for outbound grants management on an ongoing basis to encourage adoption and promotion of best practices as well as opportunities for process improvement
  • Provide organization-wide quality control checks to facilitate consistent outbound grants management across programs; develop and implement training opportunities that respond to emergent issues

Database Management

  • Field, raise, and manage issues that create barriers to effective use of software and tools for CRM and data tracking
  • Equip appropriate program staff for accurate data entry; contribute to data entry and cleaning as needed
  • Identify opportunities and address challenges of data tracking and integration for different program types (e.g., in-person programs, virtual events)
  • Coordinate with the Director of Data Governance on matters related to data consistency, program-related issues, and data tracking for evaluation
  • Alongside the Director of Data Governance, regularly share updates, provide support, conduct quality control checks, and foster use of Salesforce among program staff
  • Work with the Director of Data Governance to strengthen buy-in, use, and knowledgebase of Salesforce as a primary tool for outbound grant tracking among the program team
  • Program Planning and Operations Support
  • Lead quarterly or as needed check-ins with:
    • Operations & Finance to identify areas for continued process improvement (e.g., reimbursement requests, outbound grant payments)
    • Senior Director of HR & Operations to discuss necessary updates to legal documents (e.g., MOAs, contracts)
      Advancement to ensure reporting needs are understood and addressed through program processes (e.g., CRM, data tracking)
    • Director of Program Operations and Evaluation to integrate systematic evaluation processes in line with best practices and organizational needs
  • Collaborate with Director of Program Operations & Evaluation to update organization-wide information sharing tools (e.g., DARCI, Asana) for effective and efficient program planning; regularly assess usage and utility
  • Develop and maintain resources (e.g., contract templates) and information (e.g., standard honoraria amounts) to support consistency in planning across program areas


  • Three or more years of professional experience in nonprofit or business operations
  • Proven project management and organizational skills
  • Experience with database management, preferably Salesforce
  • Experience developing systems and processes for greater efficiency
  • Demonstrated effectiveness in interfacing with multiple constituencies, such as non-profit partners; young professionals; campus administrators, faculty, staff, or students
  • Authorization to work in the United States

Preferred Qualifications (but not required)

  • Bachelor’s Degree in related field including religious studies, higher education, sociology, etc.
  • Demonstrated ability to hold others accountable while also being adaptable
  • Experience with in-person and online training, facilitation, consulting, education, assessment, and/or related skill sets
  • Building relationships
  • Essential Competencies

Relationship Building – Being able to connect with others (internally and externally) to form positive working relationships
Project Management – Aptly leading, planning, and executing project or pieces of a project, ensuring all project members are staying within timelines and budgets
Results oriented – Ability to complete multiple assigned tasks across multiple program and project areas with a high level of excellence, attention to detail and within assigned deadline
Adaptability – Adapting to change within the organization, programs and projects with grace and a positive attitude
DEI Cultural Competency – Ability to understand, appreciate and interact effectively with people from cultures, identities, lived experiences or belief systems different from one’s own

Location: This position will work 2-3 days per week from our Chicago Loop office and 2-3 days per week from home

Supervisor: Director of Program Operations & Evaluation

Leadership level: Manager

Application deadline: Applications are accepted on a rolling basis, we encourage applications to be received by July 28th

Other Requirements: The Program Operations Manager position requires the ability, with or without reasonable accommodation, to: maintain regular attendance; travel across this US; work cooperatively with others; adhere to Interfaith America personnel policies and safety rules; sit and/or stand for extended periods of time; operate standard office equipment, including computers, telephones, photocopiers, and projectors; communicate orally, in writing, and via computers and digital devices; and requires close visual acuity to prepare and analyze data and figures, transcribe, view a computer terminal and other office equipment.

Interfaith America is an Equal Opportunity Employer, and does not discriminate on the basis of religion, race, ethnicity, national origin, age, gender, sexual orientation, disability, pregnancy, marital status, or any other status protected by applicable law. Reasonable accommodation will be provided as needed to enable qualified applicants with a disability to participate in pre-employment procedures.

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