Program Coordinator, Northeast Region

We are seeking a Program Coordinator, Northeast Region to work in Minnesota Land Trust’s Duluth, MN office. This administrative position will support engagement and restoration conservation programs in the northeastern MN region, including with external partner organizations. This position requires strong organizational and planning skills, experience coordinating events, and experience with or a strong interest in helping to protect and restore Minnesota’s natural resources.

• Coordinate or support regular conservation events and community gatherings. Foster external relationships and facilitate ongoing engagement with industry partners and organizational allies.
• Manage CRM, Mailchimp contact lists, email, and website accounts for community partners.
• Support (virtual and in‑person) meetings and events including agenda preparation, material compilation and distribution, logistics, and hospitality arrangements.
• Record official meeting minutes. Manage event and meeting calendar and communication.
• Attend and/or table at events as needed, including outdoor events, alone or as part of a group.
• Assist with correspondence, reports, presentations, and other documents on behalf of the Restoration and Engagement Program Directors.
• Organize and maintain program materials for development and communications as requested.
• Ensure executed subcontracts are filed correctly in a timely manner and ensure completeness of all required elements (e.g., signed contract, bids, selection memos, certified payroll records, final deliverables, etc.) in grant subcontract folders.
• Monitor grant compliance activity through scheduled internal audits and partner with program staff to maintain complete documentation and records meeting funder requirements.
• Maintain and process Prevailing Wage documentation in coordination with Restoration Department and the Public Grants Manager.
• Compile audit materials and respond to documentation requests during audits.

Office Management (10%)

• Plan and execute staff meetings, team‑building events, and social gatherings including venue selection, catering arrangements, logistics coordination, and event setup for Duluth office.
• Prepare and submit vendor invoices for payment.
• Ensure the office is well‑maintained and supplied for employee work: procure office and kitchen supplies and serve as primary point of contact with building management for maintenance requests, cleaning services, and other building‑related services.
• Maintain vendor relationships and problem‑solve office technology as needed.
• Manage daily mail operations.

Other Duties as Assigned (5%)

Education, Experience, Licenses/Certifications

• Associate degree and two years general office management or administrative support experience, or equivalent combination of education and experience.
• Experience in community engagement or event planning.

Knowledge

• General office procedures and administrative best practices.
• Meeting management, agenda preparation, and minute‑taking techniques.
• Calendar management and scheduling optimization.
• Travel coordination and itinerary planning.
• Records management systems and filing procedures.
• Office equipment operation and maintenance.
• Familiarity with regional conservation organizations preferred.

Skills

• Advanced proficiency with Microsoft Office Suite, email, and calendar programs.
• SharePoint and document management systems.
• Time management skills for recurring monthly and quarterly processes.
• Comfort with speaking on behalf of an organization in external meetings and while tabling at events.
• Written communication skills such as correspondence drafting and editing.
• Customer service and visitor relations.
• Coordination and planning.
• Project management.

Abilities

• Well‑organized and highly attentive to details and accuracy.
• Self‑directed and ability to work autonomously.

Physical Demands

• Office duties to be performed at a desk, sitting for long periods of time.
• Keyboarding at a computer.
• Ability to lift and carry 25 lbs, such as for a tabling event.
• Walk 1 mile outdoors on uneven terrain, such as for an outdoor event.

Mental Demands

• Capacity to work under pressure during busy periods.
• Ability to manage multiple priorities and shifting demands.

The Minnesota Land Trust is committed to providing reasonable accommodation for qualified individuals with disabilities to ensure equal opportunity in the performance of essential job functions, and access to benefits and privileges of employment. If you require a reasonable accommodation to apply for this position, please email apply.

Minnesota Land Trust is an Equal Opportunity Employer. The Company will not discriminate because of race, color, creed, religion, national origin, genetic information, sex, disability, age, or any other status protected by state or local law, for employees who fall within the jurisdiction of such law.