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Arts Panel Operations & Data Specialist

Washington, United States

Position Description

At the Seattle Office of Arts & Culture (ARTS), we invest over $13 million annually to support our city's creative heartbeat by funding artists, culture bearers, and community organizations that reflect Seattle’s diverse and vibrant communities. Every grant is shaped by community-led panels composed of local artists, organizers, and cultural workers with lived experience and deep equity perspectives.

As the Arts Panel Operations & Data Specialist, you’ll support this process by coordinating the people, systems, data, and timelines that ensure our public arts funding is equitable, community-centered, and transparent .This is more than an operations role; it's an opportunity to build equitable grants processes while growing your skills in project management, facilitation, systems design, and data analysis. We’re seeking someone excited to improve processes, collaborate, and contribute to a more fair and inclusive creative ecosystem in Seattle!

ARTS is committed to advancing equity and eliminating institutional racism in alignment with the City’s Race and Social Justice Ordinance, and we welcome applicants who share this goal and strongly encourage people of color, immigrants, refugees, LGBTQ+ individuals, people with disabilities, veterans, and those with lived experience to apply.

Job Responsibilities

What You’ll Do

Coordinate logistics for 15–20 community grant panels per year, guiding the process from application to award.

Partner with project managers to build and maintain the annual grants calendar, aligning program dates and deliverables.

Co-facilitate panel orientations and discussions, supporting panelists with materials, guidance, and tech tools.

Build and manage workflows in FLUXX and Submittable, helping staff and panelists navigate our grant platforms.

Collect and analyze key data related to ARTS grant applications and panel processes including applicant demographics, panel feedback, and funding outcomes to inform process improvements.

Collaborate across teams to document, reflect, and evolve standard practices that advance racial equity and accessibility.

Provide technical support, training, and customer service to internal staff and external community members.

Contribute to developing internal policies and equity-focused procedures that ensure consistency, fairness, and transparency.

Some Major Projects You’ll Contribute To:

Grants Calendar Rollout – Help schedule and coordinate timelines across 20+ grant programs.

Panel Experience Design – Build tools, materials, and systems to make panel participation accessible, empowering, and equitable.

Database Improvements – Refine and document processes in our grant systems to improve clarity and reduce friction.

Equity Training Support – Co-develop and support panel orientation content on equity, bias, and accessibility.

Policy & Process Development – Help shape department-wide SOPs and internal policies rooted in equity and transparency.

We’re Excited to Work With People Who:

Demonstrate a deep commitment to racial equity, social justice, and inclusive engagement practices.

Believe in the power of public funding to uplift communities, culture, and creativity.

Want to be part of a collaborative, equity-focused team working to reimagine how government supports arts and culture.

Are comfortable facilitating conversations with diverse groups and centering inclusion, conflict resolution, and cultural humility in their work.

Demonstrate strong written and verbal communication skills, especially in documenting processes and facilitating group conversations.

Can work independently and collaboratively, manage their time well, and respond to shifting priorities.

Thrive when working across multiple projects and enjoy the balance of big-picture planning and day-to-day detail work.

Are highly organized, detail-oriented, curious, and self-motivated, willing to learn new systems, tools, and ways of working.

Bring experience with (or interest in growing skills in) project management, grantmaking, community engagement, and/or database systems.

Value data and technology as a tool for equity – tracking trends, identifying barriers, and improving access.

Bring proficiency in Excel (e.g., pivot tables, VLOOKUP, formulas) and comfort learning and using digital platforms.

Have experience with (or interest in learning) FLUXX, Submittable, SharePoint, or other grants/project management tools – a plus.

We encourage you to apply even if you don’t meet every qualification - we value transferable skills, lived experience, and a growth mindset.

Please note this job ad 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.

Qualifications

In addition to the ability to perform the tasks described above, you will need to possess the following required qualifications (or a combination of education, training, or experience that provides an equivalent background required to perform the work of the class):

Four (4) years of experience in planning and research work directly related to City planning and development work

Three (3) years of experience in planning and research work directly related to City planning and development work, AND an Associate’s degree in public administration or related field

Two (2) years of experience in planning and research work directly related to City planning and development work, AND a Bachelor’s degree in public administration or related field

Additional Information

This civil service (Download PDF reader) position is eligible for overtime and is classified as a Planning & Development Specialist II. This position is governed by a collective bargaining agreement between the City and the union, PROTEC17 – Professional Unit. The full pay range for this step progression position is $47.54-$55.32 hourly. New employees begin at Step 1 of the pay progression, which is $47.54/ hour. Current employees’ starting pay rate will be based on Personnel rules regarding promotions.

Work Environment: This position offers the flexibility of a hybrid work schedule. Employees will be expected to work in-office at ARTS at King Street Station at least three days a week. Occasional evening work is expected. Individual schedules will be determined between the employee and their supervisor.

Benefits: A comprehensive benefits package includes vacation, holiday, and sick leave, as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans

Why Work at the City of Seattle? We recognize that every employee plays a role in ending institutional and structural racism. Our culture results from our behavior, personal commitments, and the ways we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in the Race and Social Justice Initiative by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services.

Application Process:

Here is an informational-only resource for Application and Interviewing tips (Download PDF reader)(Download PDF reader) with the City.

Please submit your application at https://www.governmentjobs.com/careers/seattle/ no later than 4:00 pm Pacific Time on Tuesday, September 9, 2025. To be considered for this position, please complete your application fully and attach:

A PDF of your current resume, which illustrates your related skills, experience, and abilities.

A cover letter explaining your qualifications and interest in this position with ARTS

This hiring process involves a background check of conviction and arrest records in compliance with Seattle's Fair Chance Employment Ordinance, SMC 14.17. Applicants will be provided with an opportunity to explain or correct background information.

Who May Apply: This position is open to all applicants who meet the minimum qualifications. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. The City encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ individuals, people with disabilities, veterans, and those with diverse life experiences.

Hiring Timeline: We anticipate conducting the first round of interviews at the end of September and the second round of interviews and an assessment at the beginning of October. We aim to fill this position with a preferred start date of Wednesday, November 5, 2025.

Accommodations Request & Recruiting Contact: Reasonable accommodations will be provided for individuals with disabilities to participate in the application or interview process, perform essential job functions, and access other employment benefits and privileges. Please get in touch with Nicolette.Hornbeck@seattle.gov to request accommodation or with any questions.

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

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