Southeast Greenway Project Coordinator

Sonoma Land Trust•Santa Rosa, CA

18d•Hybrid

About The Position

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.

Requirements

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 community-building.
Proficiency with computer operations, specifically Microsoft Office Word and Excel, Box and Google Drive in a Windows environment, and familiarity with internet use and video conferencing platforms.
Access to reliable transportation and a valid California driver's license.
Ability to work weekends and evenings.
Ability to work remotely.

Nice To Haves

Written and verbal bilingual fluency in Spanish/English strongly preferred.
Experience supporting complex, multi-partner projects involving public agencies, consultants, community organizations, or volunteers.
Experience with public planning, park development, community engagement, urban planning, land conservation, or environmental programs.

Responsibilities

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.
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.
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.

Benefits

Paid time off including paid vacation based on tenure
15 paid holidays
paid sick and family leave
100% of employee premiums for medical, dental, and vision
75% of dependent premiums
5% employer contribution to retirement plan after one year of employment
Employee life and disability insurance
Pre-tax dependent care coverage plans for dependent or elder care
An employee assistance program for mental health, coaching, and financial or legal consultation services
A lifestyle account annual stipend for wellness or gear purchases