Fire in Hand Project Manager

Tribal EcoRestoration Alliance • Lakeport, CA

3d • $35 - $42 • Hybrid

About The Position

The Fire in Hand Project Manager is an organized, detail-oriented, and experienced grant and project manager who is adept at navigating reimbursable federal grant requirements and has a working understanding of cultural and prescribed fire. This role will manage a multi-year federal Community Wildfire Defense Grant, “Fire in Hand, Healing Lands” which supports a diverse set of beneficial fire-related activities including equipment purchases; workforce development training; and on-the-ground ecocultural fire and stewardship. The position reports to the Stewardship Director.

This role will be responsible for managing compliance, reporting, and support invoicing for grants and collaborating with the Admin team to develop robust administrative systems organization-wide that are compliant with all relevant federal and state requirements. This role will also collaborate with TERA’s finance department to ensure all compliance and reporting requirements are met.

The Fire in Hand Project Manager has primary responsibility for ensuring the timely and effective implementation of all grant goals and deliverables, working in close collaboration with other TERA staff and partners. Key grant deliverables include outreach events, cultural fire and NWCG trainings, and fuels reduction on 1,100 acres through beneficial burning. In addition to project management, this role will be directly involved in the implementation of grant-related activities, including equipment purchases, community outreach, meetings with partners, project site visits, mapping, planning and permitting, trainings, and burns. This position is expected to be approximately 80% administrative work in the office, and 20% field work.

Requirements

• Bachelor’s degree in any field.
• 5+ years experience in grant management (including federal and state grants), with a proven track record of successfully managing multi-million dollar grants.
• 3+ years experience working at nonprofit or community-based organizations.
• 3+ years experience supervising contractors and/or employees.
• Experience managing and tracking expenditures on client/project-specific budgets.
• Highly organized and detail oriented, with aptitude for developing and following through on effective systems for project management, tracking, and reporting.
• Outstanding skills in creating and managing complex spreadsheets utilizing formulas, pivot tables, filters, and other data management tools.
• Advanced proficiency with office technology, including Google suite (Mail, Calendar, Docs, Sheets, Drive), MS Office suite (Word and Excel), Adobe Acrobat, videoconferencing (Zoom, Meet), and ability to learn new software and technology.
• Proficient mapping skills - preferably GIS and/or CalTopo
• Working knowledge of cultural fire, prescribed burning, and/or wildfire management
• Strong communication skills with the ability to write and speak effectively.

Nice To Haves

• Experience working with Tribes or Native-led organizations.
• Strong understanding of 2 CFR and federal grant requirements (including federal procurement requirements, Davis Bacon act, etc.)
• NWCG qualification as a Firefighter Type II (FFT2) or higher

Responsibilities

• Develop and manage budgets, timelines, workplans, and tracking systems the CWDG grant to enable TERA staff and project partners to effectively achieve all grant deliverables within established timelines
• Serve as the primary liaison between TERA and the lead agency for the grant
• Create and manage highly accurate and detailed spreadsheets to facilitate effective and accurate grant administration and management
• Ensure compliance with all required federal, state, and funder-specific requirements including prevailing wage, procurement processes, etc, and maintain all relevant documents
• Identify internal TERA policies needed to maintain compliance, and work with TERA leadership to implement and revise such policies as needed
• Work with TERA finance and administrative team to track and approve expenditures, create and review invoices and financial reports, and maintain and update budget tracking spreadsheets
• Submit timely and accurate financial reports, narrative reports, and all compliance-related documentation, in accordance with funder and grant lead agency requirements
• Support TERA staff with developing applications for new grants as needed
• Complete other duties as assigned
• Develop and maintain grant project dashboard and GANTT chart, coordinating with all relevant staff and partners to ensure timely and effective implementation of all grant deliverables
• Schedule, develop agendas for, and facilitate or notetake grant-related meetings with TERA staff, Lake County RCD, and other project partners
• Lead the process of procuring fire-related grant-funded equipment, tools and supplies, including a Type 6 engine, UTV with slip-in and trailer, tool trailer, and brush mower
• Collaborate with TERA program staff to lead coordination of planning and implementation of community outreach and fire-related trainings
• Manage the environmental review (CEQA) process for all acres to be treated in coordination with Lake RCD as needed
• Support burn planning through scheduling and attending site visits, collecting mapping data, producing maps, assisting with drafting burn plans and smoke management plans, monitoring weather forecasts, submitting projects to the state prescribed fire claims fund, obtaining permits, and other tasks as assigned
• Participate in TERA and Lake Cal-TREX ecocultural burns in logistical and occasionally operational roles
• Support TERA crew members in building NWCG qualifications, including helping to track task books and qualifications and assisting with securing training assignments for crew
• Collaborate with TERA administrative, finance, program, and stewardship teams to effectively manage, implement, track, and report on all aspects of the grant in accordance with federal, state, and funder-specific requirements
• Actively participate in all scheduled staff meetings, grant manager meetings, and grant-specific meetings
• Contribute to creating a positive, cohesive team environment where everyone is treated respectfully and fairly
• Support recruitment, hiring, and onboarding for new staff positions relevant to grant activities
• Work with TERA staff to develop requests for proposals, review proposals, and create subcontracts related to grant activities
• Manage and coordinate subcontractor deliverables, timelines, and budgets
• Coordinate with TERA staff, subcontractors, and project partners to ensure all metrics for each aspect of the grants are properly collected, tracked, and reported

Benefits

• IRA retirement plan
• $500 monthly pre-tax health reimbursement, which can be used for insurance premiums, copays, or other qualified health expenses
• Up to 30 days of paid time off annually, including 14 holidays, 5 days sick leave, and 12 days vacation (accrued based on hours worked).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level