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Project Administrator
California Trout Inc
Administration
Sacramento, CA, USA
Posted on Saturday, August 31, 2024
POSITION: Project Administrator (Hybrid)
OFFICE LOCATION: Sacramento or Woodland, CA
EMPLOYMENT STATUS: Non-Exempt
REPORTS TO: Jacob Montgomery, Central Valley Regional Manager
COMPENSATION: $26.00 - $27.00 / hourly
Position Summary: As a Project Administrator at California Trout, you will play a crucial role in supporting our conservation initiatives by providing administrative and logistical support to Statewide policy, Bay Area, and Central Valley project teams. Working closely with policy professionals, CalTrout’s legal team, project managers, and field staff, you will help ensure the efficient and effective implementation of our conservation projects and legal and policy initiatives contributing to the preservation of California's diverse aquatic ecosystems.
Roles & Responsibilities:
- Administrative Support:
- Provide administrative support to project managers and field staff, including scheduling meetings, preparing agendas, and managing project documentation.
- Assist in the preparation of project proposals, reports, and presentations, ensuring accuracy, completeness, and adherence to organizational standards.
- Maintain organized project files and databases, including project-related correspondence, contracts, permits, and other documentation.
- Logistical Coordination:
- Coordinate logistics for project activities, such as field surveys, habitat restoration efforts, and community outreach events, ensuring timely execution and adherence to project timelines.
- Arrange travel and accommodations for project staff and stakeholders, optimizing cost-effectiveness and logistical efficiency.
- Procure and maintain necessary equipment, supplies, and materials for project implementation, coordinating with vendors and internal stakeholders as needed.
- Communication and Collaboration:
- Serve as a liaison between project teams, internal departments, external partners, and stakeholders, facilitating effective communication and collaboration.
- Communicate project updates, milestones, and deadlines to relevant stakeholders, keeping them informed of progress and ensuring alignment with project goals.
- Foster positive relationships with project partners, volunteers, and community members, representing California Trout professionally and promoting our conservation mission.
- Financial and Grant Management:
- Assist in budget development and monitoring for assigned projects, tracking expenses, and ensuring compliance with grant requirements and organizational policies.
- Process invoices, expense reports, and reimbursement requests in a timely and accurate manner, maintaining detailed financial records and documentation.
- Support grant reporting efforts by compiling financial data, narratives, and other relevant information for grant proposals and progress reports.
- Quality Assurance and Compliance:
- Conduct regular quality assurance checks on project deliverables, verifying accuracy, consistency, and compliance with project requirements and organizational standards.
- Assist in the development and implementation of project protocols, procedures, and best practices, promoting continuous improvement and adherence to industry regulations.
- Monitor project activities for environmental compliance, ensuring adherence to relevant laws, regulations, and permit conditions.
- Legal and Policy Compliance:
- Work with our legislative compliance consultant and policy team to complete quarterly California Fair Political Practices Commission filings.
- Assist in the reporting of lobbying activities throughout the organization
- Review and ensure payment from vendors and events associated with legal and policy initiatives.
Requirements & Qualifications:
- Bachelor's degree in environmental science, natural resource management, business administration, or a related field.
- Proven track record of success for 3+ years in nonprofit, government, or small business administration.
- Demonstrated proficiency in Quickbooks, data entry into governmental portals
- Strong organizational skills with exceptional attention to detail and the ability to manage multiple tasks simultaneously.
- Excellent communication and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders.
- Proficiency in Microsoft Office Suite and project management software (e.g. Monday).
- Familiarity with budget management, grant administration, and environmental regulations is desirable.
- Passion for environmental conservation and commitment to California Trout's mission.
Physical Demands:
- Sitting and Standing: Spend extended periods sitting at a desk. Occasional standing may be required during meetings, presentations, or when accessing filing cabinets and office equipment.
- Computer Use: The role involves extensive use of computers and other office equipment for writing, research, data entry, and communication. This includes typing, using a mouse, and viewing screens for prolonged periods.
- Lifting and Carrying: While not a regular part of the job, there may be instances where you may be required to lift or carry boxes of materials, files, or equipment weighing up to 20 pounds, such as when organizing or transporting documents.
- Travel: Depending on project requirements and funding opportunities, this position may need to travel occasionally to attend meetings, conferences, or site visits. This could involve sitting for extended periods during transportation and walking or standing during events or fieldwork.
Benefits: California Trout offers competitive compensation commensurate with experience; health benefits (medical, dental, and vision), retirement plan with matching, generous holidays, PTO benefits, and sabbatical leave.
California Trout (CalTrout) is a highly recognized and effective 501(c)3 conservation organization headquartered in San Francisco. For over 50 years, CalTrout has championed a remarkable number of initiatives focused on solving complex resource issues that balance the needs of fish and people. CalTrout has six regionally based offices located in key geographies where wild fish influence local communities. Our professional staff drives innovative, science-based solutions that work for the diverse interests of fish, farms, commerce and the community. CalTrout is backed by a passionate Board of Directors, along with highly committed donors and a strong membership base.
Diversity: CalTrout does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or any other applicable legally protected characteristics.
We’re passionate about creating an inclusive workplace that promotes and values diversity. Companies that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, and perspective are proven to be better companies. More importantly, creating an environment where everyone, from any background, can do their best work is the right thing to do.