Position Information

NY HELPNo

AgencyEmpire State Development, NYS

TitleProject Operations Manager, WNY

Occupational CategoryOther Professional Careers

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $62000 to $65000 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Erie

Street Address 95 Perry Street

City Buffalo

StateNY

Zip Code14203

Job Specifics

Duties Description *Applicants MUST submit a cover letter with resume to be considered.
*This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.
*Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.

BASIC FUNCTION:
Reporting to the Deputy Director, WNY Regional Office, the Project Operations Manager will play a critical role in supporting the lifecycle of economic development projects by managing documentation, maintaining internal systems, coordinating reviews, and facilitating smooth handoffs between the Project Management teams. This role is essential in ensuring compliance, operational efficiency, and timely processing of program materials within the high-volume, deadline-driven environment.

WORK PERFORMED:
• Set up and maintain organized project folders; assign Management System Data (MSD) numbers and upload application materials, ensuring correct file format and adherence to project specifications.
• Shepherd through the internal review process. Manage and track the internal review process for incentive proposals, collaborating with Project Managers to ensure timely feedback and resolution of any issues, and ensure timely routing for approvals and signatures.
• Review project files prior to handoff to the Project Management team; follow up with originators and grantees to collect any outstanding documentation needed.
• Serve as a key liaison with Project Managers to track proposal status, clarify requirements, and ensure that incentive documents are accurate, complete, and properly formatted for execution.
• Draft and prepare team request memos, board scripts, and public hearing materials; coordinate notices, invoices, and attended hearings (virtual/in-person) as needed.
• Process executed Grant Disbursement Agreements (GDA) and GDA amendments; update project milestones and maintain internal system records (MSD).
• Prepare payment requisition checklists, memos, and certification/draw documents for request for payment, track submissions and approvals.
• Responsible for processing and tracking incoming fees/accrued interest return.
• Assist with procurement processing and maintain detailed records of transactions and vendor communications.

Minimum Qualifications Education Required: Bachelor’s degree. Associate’s degree with 5 years direct relevant experience may be substituted.

Relevant Experience Required: 3+ years in similar project operations role working with a document management system (e.g., MSD) and digital filing practices. Experience with loans and grant process is a plus.

Skills Required: Excellent organizational and time management skills, and high attention to detail. Ability to manage multiple deadlines in a fast-paced environment. Excellent written and oral communication skills. Strong interpersonal skills with the ability to work cross-functionally with staff at all levels. Proficiency in Microsoft Office and with a document management system.

Additional Comments Salary range as specified.
Comprehensive Benefits Package.

Some positions may require additional credentials or a background check to verify your identity.

How to Apply

Name Amalia Shifrin – Human Resources

Telephone N/A

Fax N/A

Email Address resumes@esd.ny.gov

Address

Street 655 Third Avenue

City New York

State NY

Zip Code 10017

 

Notes on ApplyingExternal Candidates: Please attach cover letter and resume. To apply copy & paste URL in browser: https://bit.ly/3APr8cp

Internal Candidates: Please apply through ADP using the Myself/Talent menu and submit your cover letter and resume for consideration.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY