Southeast Greenway Project Coordinator

Job Title:

Southeast Greenway Project Coordinator (2 Year Term Limited)

Reports to:

Director of Community Engagement and Education

Want to play your part in protecting our local communities from the impacts of climate change? Ready to roll up your sleeves to help achieve tangible results? Want to be part of a talented, deeply committed, and national award-winning conservation organization? Then please read on!

SLT serves a diverse audience with broad cultural heritages, socioeconomic backgrounds, genders, and orientations. We encourage applications from candidates who reflect and value the audiences and populations we serve.

The Southeast Greenway Project Coordinator supports the successful planning and development of the Southeast Greenway by supporting the Park Master Plan process, providing administrative support, and managing the systems needed for effective public/private partnerships. Working closely with Sonoma Land Trust staff, Southeast Greenway Volunteers, and the City of Santa Rosa, the Project Coordinator will provide administrative support, track progress and deliverables, manage logistics, and help keep complex work moving forward by directly supporting the team.

Project Management

• Coordinate scheduling, communication, and workflow among the Sonoma Land Trust staff, Southeast Greenway volunteers, consultants, and City of Santa Rosa staff.
• Prepare meeting agendas and materials; document discussions, decisions, action items, and responsibilities.
• Manage logistics for community engagement activities, including partner meetings, workshops, public events, outreach coordination, materials, and participation records.
• Prepare timely project updates, briefings, presentations, and reports for organizational leadership, donors, the City, volunteers, and other partners.
• Monitor project progress, address needs, and promptly escalate issues requiring strategic, contractual, financial, or organizational decisions.
• Participate in partner meetings and public settings as assigned, providing project information and coordination support.

Administrative Support

• Manage calendars, meeting scheduling, invitations, room and virtual meeting logistics, materials, correspondence, and follow-up for Greenway-related work.
• Support meeting preparation and administration for project leadership, working groups, partner meetings, community engagement activities, and volunteer committees.
• Process and track invoices, expenses, contracts, purchase requests, and related documentation.
• Draft and organize correspondence, reports, presentations, meeting materials, and other project documents.
• Support contract, grant, board, volunteer, and event administration, including tracking deadlines and compiling information for reporting and stewardship.
• Respond to routine inquiries, route requests to the appropriate staff or partner, and maintain clear and timely communication across the project.
• Provide logistical support for meetings, site visits, public events, donor activities, and other Greenway programs.

Systems Management

• Administer project management software and shared tools used to organize work.
• Develop and maintain clear file management, naming, version-control, retention, and document-access practices for Greenway records.
• Maintain accurate contact databases, distribution lists, partner records, and participation information.
• Develop, document, and update standard operating procedures, templates, workflows, checklists, and other tools that support consistent and efficient project administration.
• Maintain integrated calendars, project work plans, reporting schedules, and deadline-tracking systems.
• Train and support staff, volunteers, and project partners in the appropriate use of shared systems and tools.

• 2+ years of relevant experience in nonprofit operations, project management, or executive assistance.
• High attention to detail, accuracy, responsiveness, and follow-through.
• Strong organizational and project coordination skills, with the ability to manage multiple schedules, deadlines, details, and relationships simultaneously.
• Demonstrated ability to build, manage, and improve operational systems and software, including project management, file management, database, calendar, and tracking tools.
• Strong written and verbal communication skills, including the ability to prepare clear meeting records, correspondence, reports, and presentations.
• Commitment to equity, environmental sustainability, and inclusive…