Government Programs Coordinator at Fish &… · Tallahass…

ESSENTIAL FUNCTIONS

The Government Programs Coordinator is responsible for supporting the Fish & Wildlife Foundation of Florida's growing portfolio of Foundation-led conservation initiatives by building and strengthening the Foundation's conservation program operations function. Working closely with the Managing Director, Programs & Strategy, Project Directors, Finance staff, state agency partners, contractors, Foundation leadership, and other partners, this position serves as the Foundation's primary administrator for the operational and administrative aspects of Foundation-led conservation projects.

This position is responsible for administering legislative appropriations, grants, contracts, and other funding agreements that support the Foundation's conservation programs. Serving as the Foundation's primary resource for procurement and program administration, the Government Programs Coordinator leads the administrative execution of projects by managing competitive procurements, contract administration, compliance, reporting, reimbursements, documentation, project controls, and the operational systems that ensure projects remain compliant, financially accountable, and successfully delivered.

As the Foundation continues to expand its conservation delivery portfolio, this position will play a central role in developing the organizational infrastructure necessary to administer an increasing number of Foundation-led conservation initiatives supported through public and private funding, enabling Project Directors to focus on technical project implementation, partner coordination, and conservation outcomes.

Responsibilities

• Administer legislative appropriations, state and federal grants, private funding agreements, and other funding mechanisms supporting Foundation-led conservation initiatives, ensuring compliance with all applicable funding, contractual, and reporting requirements.
• Serve as the Foundation's lead for procurement administration by planning, administering, and documenting competitive solicitations and other procurement activities. Working collaboratively with Project Directors and other staff, develop procurement strategies, scopes of work, solicitation packages, evaluation materials, procurement schedules, contract documentation, and procurement files while ensuring compliance with applicable procurement requirements, funding agreements, and Foundation policies.
• Provide guidance and technical support to Project Directors and Foundation staff regarding procurement requirements, solicitation strategies, contract administration, documentation standards, recordkeeping requirements, and procurement best practices to support successful project implementation.
• Prepare, coordinate, and submit grant reports, reimbursement requests, invoices, contract deliverables, funding amendments, budget modifications, and project closeout documentation.
• Maintain compliance with funding agreements, contracts, donor requirements, procurement regulations, and Foundation policies by tracking deliverables, deadlines, reporting requirements, and supporting documentation.
• Administer contract execution, amendments, insurance documentation, contractor compliance requirements, contract files, and associated project documentation.
• Maintain project budgets, expenditure tracking, reimbursement schedules, funding documentation, and financial records in coordination with the Finance team.
• Develop and maintain project schedules, milestone tracking, action items, decision logs, risk logs, and other project controls supporting successful project implementation.
• Maintain project management software, document repositories, and centralized project records to ensure complete, accurate, and organized project documentation.
• Prepare executive summaries, dashboards, Board materials, agency reports, donor reports, project updates, and other operational communications.
• Establish project files, reporting schedules, compliance requirements, and administrative workflows for new Foundation-led conservation initiatives.
• Serve as the primary point of coordination among Project Directors, Finance staff, contractors, consultants, legal counsel, agency partners, and other stakeholders regarding administrative and operational aspects of conservation projects.
• Identify opportunities to improve procurement, contract administration, funding administration, project management, compliance, reporting, and operational processes.
• Develop and maintain standard operating procedures, templates, checklists, and guidance documents supporting the Foundation's conservation program operations function.
• Maintain institutional knowledge related to Foundation-led conservation initiatives, including funding requirements, procurement practices, contract administration, project documentation, compliance requirements, and operational lessons learned.
• Represent the Foundation in meetings with agency staff, contractors, consultants, funding partners, donors, and other project stakeholders regarding project administration and operations.
• Perform other duties as assigned.

Qualifications

• Bachelor's degree in Public Administration, Business Administration, Project Management, Environmental Policy, Natural Resources, or a related field and three to five years of progressively responsible experience administering grants, contracts, procurement, compliance, project operations, or related programs; or an equivalent combination of education and experience.
• Demonstrated experience administering complex grants, contracts, funding agreements, or publicly funded programs within government, nonprofit organizations, higher education, consulting, or similar environments.
• Demonstrated experience planning and administering competitive procurements, requests for proposals (RFPs), invitations to bid (ITBs), requests for qualifications (RFQs), requests for quotes (RFQs), or similar procurement processes, including preparation of solicitation documents, evaluation materials, contract documentation, and procurement records.
• Experience preparing reports, reimbursement requests, procurement documentation, contract amendments, compliance documentation, and other administrative deliverables associated with complex projects.
• Working knowledge of grant administration, contract administration, procurement practices, financial accountability, and project controls.
• Strong project management and organizational skills with demonstrated ability to manage multiple complex projects simultaneously while meeting competing deadlines.
• Exceptional attention to detail and commitment to maintaining accurate, organized, and audit-ready documentation.
• Excellent written, verbal, editing, and interpersonal communication skills.
• Demonstrated ability to work collaboratively with internal staff, contractors, consultants, funding agencies, donors, legal counsel, and other external partners.
• Strong analytical, organizational, and problem-solving abilities with sound professional judgment.
• Proficiency in Microsoft Office applications and project management software such as Asana, Smartsheet, Microsoft Project, or similar platforms.
• Self-motivated, dependable, adaptable, and capable of working independently with minimal supervision.
• Knowledge of Florida procurement requirements, state grant administration, legislative appropriations, or publicly funded projects is highly desirable.
• Knowledge of conservation, environmental restoration, infrastructure, or natural resource programs is preferred.
• Commitment to the mission of the Fish & Wildlife Foundation of Florida and a passion for conserving Florida's fish, wildlife, and natural habitats.

No phone calls please.

The Fish & Wildlife Foundation of Florida is an Equal Opportunity Employer.