BRANCH Coalition Grant Administrator

TITLE: BRANCH Coalition Grant Administrator

EMPLOYMENT STATUS: Non-exempt, part-time. Anticipate 20-40+ hours per month, with the potential for additional hours as needed. Workload may increase in December/January and May/June to support semi-annual reporting and the federal program audit.

HOURS: Flexible schedule, with occasional evenings or weekends as needed. This is a three-year position funded by a federal grant that runs through May 2029. Due to invoicing timelines, work will generally be concentrated during the last week and first week of each month, though hours may vary based on project needs.

SUPERVISED BY: Deputy Director

PAY RATE: Hourly salary set at $50/hr. Eligible for sick time (1 hour for every 20 worked). Holidays accrued on a prorated basis (approx. 2 per year). Not eligible for paid vacation. Access to a retirement plan.

LOCATION: Friends of Trees Portland office at 3117 NE MLK Jr. Blvd, Portland, OR 97212. Stairs required to access the office. Work a combination of in-office and hybrid/remote.

DURATION: 3 year fixed-term position through June 2029

ABOUT FRIENDS OF TREES

Since 1989, Friends of Trees (FOT) has planted nearly a million trees and native shrubs in 120+ neighborhoods in six counties across two states. We've done this through engaging tens of thousands of community members, and while implementing and growing programming that aims to do this work inclusively and equitably. We plant trees, and so much more. Learn more about The Friends of Trees Way, about Our Commitment to Equity, and about Our Community Partnerships.

JOB SUMMARY

The 11-member Building Resilience Across Northwest Communities and Habitats (BRANCH) coalition, led by Friends of Trees, was awarded a $12 million Urban and Community Forestry grant from the U.S. Department of Agriculture through the Inflation Reduction Act. This funding supports communities most impacted by climate change, pollution, and environmental hazards. The project specifically funds community forestry activities including tree planting, natural area restoration, post-planting care, community education, workforce development, and opportunities for community input and participation.

Coalition partners include APANO, Black Parent Initiative, City of Gresham, City of Portland, Columbia Slough Watershed Council, Connecting Canopies, Depave, POIC, Verde, and Wisdom of the Elders. The award supports work through May 2029.

The Grant Administrator, employed by Friends of Trees, will work closely with internal teams and coalition partners to ensure effective grant administration, compliance, financial tracking, and reporting across the full grant lifecycle.

DESCRIPTION OF ESSENTIAL FUNCTIONS

Grant Administration:

• Administer the USFS grant in coordination with internal staff and partner organizations.
• Maintain and build upon the established grant administration framework; document and improve grant processes and protocols.
• Engage internal teams and coalition partners throughout the grant period, supporting strong collaboration.

Expense Tracking:

• Provide guidance to internal teams and subawardees on allowable expenses and cost allocations; collaborate to ensure expenses are tracked and reconciled accurately.
• Implement and improve systems to track and invoice grant time and materials in accordance with grant requirements.

Invoice Preparation & Submission:

• Prepare and document monthly grant invoices in compliance with federal requirements.
• Collect and review invoices and supporting materials from subawardees for submission.
• Maintain organized records of all invoice backup and related documentation.
• Coordinate invoice and reporting meetings with partners as needed.

Project Reporting:

• Maintain and improve systems that track progress toward grant deliverables; report on internal and partner deliverables, activities, and compliance requirements

• Support internal teams and partners in tracking their project activities and deliverables and meeting grant reporting requirements.

• Implement user-friendly data collection systems to streamline reporting.

Grant Compliance:

• Build on and strengthen existing compliance frameworks.
• Work closely with internal teams and subawardees to foster understanding of invoicing, reporting, and federal compliance requirements.
• Provide technical assistance to subawardees on federal grant requirements, including time and materials tracking, invoicing, reporting, compliance expectations, and tracking project activities and deliverables.
• Partner with subawardees to ensure adherence to all applicable requirements throughout the grant lifecycle.

GENERAL DUTIES:

• Uphold FOT's Equity, Diversity, and Inclusion initiatives and safety protocols
• Contribute content for TreeMail and FOT social media channels, as needed
• And other duties as assigned

REQUIRED SKILLS & EXPERIENCE:

• 2-3 years' experience administering federal or significant state grants, including compliance, invoicing/reimbursement, and reporting
• Experience preparing or reviewing government reimbursement invoices
• Strong organizational, project management, and time management skills
• Demonstrated collaboration skills and ability to work effectively in diverse, equity-centered environments
• Experience developing systems and workflows; strong problem-solving skills
• Proficiency with CRMs/databases (e.g., Salesforce), Microsoft Office, and Google Workspace
• Detail-oriented with clear written and verbal communication skills and ability to work both collaboratively and independently
• Strong ability to accessibly communicate technical budget, reporting, and compliance details and requirements to internal teams and project partners.

PREFERRED SKILLS & EXPERIENCE:

• 3-5 years of experience administering federal grants.
• Administration of multi-million-dollar grants with subrecipients
• Demonstrated ability to collaborate effectively with BIPOC communities and organizations.

TO APPLY:

Please submit a cover letter and resume to Megan Van de Mark at jobs@friendsoftrees.org by 11:59pm on Sunday, June 21, 2026.

In the cover letter, please address the following elements: 1) why you're interested in this position, 2) personal or professional experience with or approach to equity, diversity and inclusion work, and 3) any relevant skills and experience not listed in your resume or benefiting from further explanation. Please limit your application materials to three pages total. References may be requested at a later date.

Friends of Trees recognizes that not everyone has equal access to the benefits of trees and healthy urban green spaces based on racial and socioeconomic status, and we are committed to building a culturally diverse and inclusive environment. Candidates of color are strongly encouraged to apply.

Friend of Trees provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identification, national origin, age, disability or genetics.