Program Assistant, Programs and Subcontract Administration (PSA)

CHIRLA•Compton, CA

13d•Hybrid

About The Position

The candidate will work within a multi-person team but provide direct support to the Director of Programs and Subcontract Administration. The candidate will receive some training to complete the duties of the job; therefore, the candidate must possess curiosity to learn and develop processes. We are seeking a proactive problem solver who is willing to address continuously evolving and complex departmental needs and support the Director.

Requirements

Bachelor’s degree in a field that includes logical reasoning, developing efficiencies, management, marketing research, or statistical coursework
Two years of experience in a high-paced environment.
Ability to grasp and interpret legal documents.
Systematic knowledge of databases and tracking systems.
Superb organizational skills and detail oriented.
Ability to work under pressure and meet deadlines.
Ability to work independently and as part of a team.
Strong written and verbal communication skills.
Proficient in Microsoft Office, One Drive, and scheduling software.
Ability to develop and maintain recordkeeping systems and procedures.
Knowledge of planning and scheduling techniques.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Database and records management skills.
Skill in organizing resources and establishing priorities.
Highly organized and detail-oriented, with the ability to manage deadlines and multiple tasks effectively and efficiently

Nice To Haves

Project management experience a plus
Must be extremely organized and able to work under pressure and within tight deadlines. Must be able to work efficiently and manage multiple projects at once, which may be at different stages of design and execution.
Highly self-motivated, creative, takes initiative, ability to learn quickly, flexible, and able to work as part of an interdisciplinary team of legal staff.
Demonstrated experience working effectively as part of a team and with colleagues of diverse backgrounds and perspectives, both in person and within a remote work environment.
Ability to establish and maintain effective relationships throughout the organization and schools’ personnel.
Ability to establish and maintain effective relationships within their team, within the legal department and throughout the organization.
Demonstrated ability to be proactive in their approach to assigned responsibilities, completing tasks and/or using technology and systems to maximize efficiency.
Knowledge of and commitment to immigrant and worker rights and CHIRLA’s mission.
Position requires an employee to use his or her personal vehicle to travel between worksites, or other locations, as a primary job duty.
Flexibility required based on the needs of the organization. The position will involve some evening and weekend work.
Strong oral and written advocacy skills, and excellent organizational skills.
Ability to work and problem-solve under pressure.
Highly self-motivated, creative, takes the initiative, learns quickly, is flexible and able to work as part of an interdisciplinary team.
Must be able to work efficiently and manage multiple projects at once, which may be at different stages of design and execution.
Strong commitment to CHIRLA’s mission of empowering low-income community groups.
Strong interpersonal and communication skills; ability to work effectively with diverse groups

Responsibilities

Provide confidential administrative support to program staff
Provide follow-up with appropriate departments, under direction, to ensure compliance with agreements, requests for information from subcontractors, and other related issues; interact with all CHIRLA departments to answer related routine questions and concerns about subcontracts and programs.
Prepare a wide variety of contract documents under attorney supervision; operates personal computer to compose, edit, revise, tabulate, and print letters and documents for review.
Compile, reviews, and organizes reports, invoices and contracts and other information for internal and external audits, and meetings, as appropriate.
Assist in drafting and performing initial reviews of contracts entered into by the CHIRLA, under guidance and supervision of attorneys and/or program and development team.
Establish, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents.
Schedule, coordinates, and facilitates meetings and conferences, arranging travel, lodging, facilities, and reimbursements as appropriate; provides or coordinates direct administrative support services to department.
Help and liaison with outside partners and other administrative agencies in the resolution of day-to-day issues as appropriate.
May lead, guide, and train staff and/or interns performing related work.
Maintain professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest developments in immigration and compliance law and in other related areas.
Maintain tracking system and calendar for project progress
Perform miscellaneous job-related duties as assigned.
Provide administrative assistance and support to the Director and other related supervisors and professionals in the fulfillment of their responsibilities with the programs and subcontract administration