Location: Remote with occasional travel(<15%)
Reports to: Executive Director
Salary Range: $60,000-$75,000
Position Description: The Grant, Program, and Operations Manager is responsible for managing end-to-end grant and program execution and overseeing the efficient operation of the Earth Fire Alliance organization. This role involves administratively managing awarded grants and programs, researching funding opportunities, assisting in writing and submitting grant proposals, and recording and organizing the organization’s records and resources along with outsourced specialized support resources. The Grant, Program, and Operations Manager will work closely with organization staff, executive board, finance staff, consultants and contractors, and external stakeholders. of the Board and other Board members as required, to include administrative support for meetings of the Board of Directors.
About Earth Fire Alliance: Earth Fire Alliance (EFA) is committed to ensuring fire data from and for the entire planet is equitably accessible in order to limit the negative impacts of wildfires and promote understanding of the impacts of wildfire on our ecosystems and communities. Fire is a natural part of our planet's ecology, but wildfires are changing, and rapidly. Decades of efficient fire suppression have produced fuel conditions capable of, and in fact producing, explosive megafires which burn hotter, spread faster, and do irreparable damage to the landscape. This new planetary crisis requires radical collaboration, aligning our collective efforts, technology and resources to work for a common global good, providing detailed information on all fires, everywhere. EFA seeks to further this type of radical collaboration. EFA believes that the right data, collected before, during, and after every fire on Earth, will have a transformational impact on humanity's collective approach and relationship to fire. And this data must be equitably accessible to the agencies around the world who protect their communities. Fire agencies can then spend less time and fewer personnel identifying, verifying, and tracking potentially dangerous fires and instead utilize limited resources more efficiently to best protect our communities and ecosystems. Wildfires cost the U.S. up to $426 billion annually. For only a fraction of these costs, the world could monitor fires globally in a manner which fire agencies haven't imagined possible. EFA aims to use user-driven technology solutions and radical collaboration to provide transformative real-time data from all wildfires on Earth.
Key Responsibilities:
Grant and Program Management (75%):
- Research and Identification:
- Assist in research to identify potential grant opportunities from foundations, corporations, educational organizations, government agencies, and other funding sources.
- Maintain a calendar of grant opportunities, deadlines, and reporting requirements.
- Proposal Development:
- Collaborate with EFA staff and consultants to support the development of compelling grant proposals and applications.
- Support the writing, editing, and submission of grant proposals, ensuring that all applications meet funder guidelines and deadlines.
- Work with the contracted finance team, staff, and consultants to prepare budgets and financial reports.
- Internal Grant Administration:
- Monitor, manage, and coordinate with relevant staff, consultants, and contractors regarding all awarded grants to ensure compliance with grant terms and conditions.
- Maintain accurate records of all grant-related documents and correspondence.
- Work with program and contracted finance staff to ensure that grant-funded projects are implemented as planned and within budget.
- Funder Communications and Engagement:
- Develop and maintain relationships with those individuals responsible for the administrative and reporting requirements at grant-making organizations and with potential funders.
- Support and communicate with funders as appropriate to clarify requirements, provide updates, and address any issues that arise during the grant period.
- Support staff and consultants who represent the organization at grant-related meetings, conferences, and events.
- Progress Tracking, Evaluation, and Final Reporting:
- Track and evaluate the success of multiple grant-funded projects and programs.
- Prepare and submit timely and accurate grant reports to funders, including financial and programmatic progress, using compiled data from staff and consultants to demonstrate the impact of grant-funded initiatives.
- Provide regular updates to the Executive Director on the administrative management of grant activities and outcomes.
- Track and prepare final grant closeout activities as stipulated in grant requirements.
- Support the Treasurer on the Board of Directors as required.
Office Administration (25%):
- General Administration:
- Oversee day-to-day (virtual) office operations, including managing contracted IT support.
- Handle incoming communications (phone, email, mail) and direct them to the appropriate staff, consultants, and/or members of the Board.
- Assist in maintaining office electronic filing systems and databases, ensuring all records are up-to-date and easily accessible.
- Financial Administration:
- As required, assist with basic bookkeeping tasks, such as processing invoices, managing accounts payable and receivable, and reconciling accounts.
- Coordinate with the contracted finance team and consultants to prepare financial reports and budgets.
- HR and Staff Support:
- As required, assist with HR functions, in conjunction with the contracted professional employer organization, including maintaining employee records, coordinating onboarding processes, and organizing staff training and development.
- Provide administrative support to the Executive Director, members of the Board of Directors, and other senior staff as needed.
- Capacity Building and Training:
- Provide training and support to EFA staff, consultants, and contractors on grant management best practices.
- Develop and implement internal processes and systems to improve grant management efficiency and office administration effectiveness.
Qualifications:
- Bachelor’s degree in Nonprofit Management, Business Administration, Communications, or a related field (Master’s degree preferred).
- Minimum of [3-5] years of experience in grant management, grant writing, and/or nonprofit administration.
- Strong writing, editing, and proofreading skills.
- Excellent organizational and project management skills, with the ability to manage multiple priorities and deadlines.
- Proficiency in Microsoft Office Suite and grant management software. CRM software experience desirable.
- Strong interpersonal and communication skills, with the ability to work effectively with diverse stakeholders and in a remote environment
- Knowledge of nonprofit financial management and budgeting.
- Ability to work independently and as part of a team.
Working Conditions:
- Full-time virtual position, typically 40 hours per week.
- Ability to work flexible hours to coordinate with a global team across multiple time zones.
- Some evening and weekend work may be required to meet deadlines or attend events.
- Travel may be required for meetings, conferences, and training sessions.
Benefits:
- EFA provides a comprehensive and flexible benefits package.
To Apply: Please submit your resume, cover letter, and a writing sample to join@earthfirealliance.org no later than 31 March 2025. Include "Grant and Office Administrator" in the subject line of your email.
