Subcontractor Administrator

CHIRLA•Compton, CA

6d•$70,304 - $73,116•Hybrid

About The Position

The Coalition for Humane Immigrant Rights (CHIRLA) is seeking a Subcontractor Administrator. This role reports to the Director of Programs and Subcontract Administration (PSA) and will support various programs, subcontracts, and administration across the organization. The Subcontractor Administrator will work within a multi-person team to provide direct support to the Director and other supervising staff. The primary responsibility is to oversee, organize, and manage CHIRLA's legal documents, subcontracts, and associated documents. This involves reviewing and organizing subcontractors, ensuring compliance with requirements, and managing deadlines. Additionally, the position will lead the coordination, monitoring, invoicing, performance, and progress updates of subgrantees in collaboration with other internal departments. The ideal candidate should possess strong organizational skills to maintain and update internal tracking documents and systems. They will also be responsible for handling potential disputes and rectifying contractual issues under the supervision of the Director. The role includes preparing detailed reports and memos for the Director and her team, highlighting subcontractor/subgrantee performance, contractual and compliance fulfillment, and actions taken to address performance issues. The Subcontractor Administrator will also oversee meetings with subcontractors/subgrantees, providing detailed meeting notes, debrief summaries, and action items.

Requirements

Must have a bachelor’s degree.
At least two years' experience working at a law firm and/or in-house legal department with a focus in contract drafting and negotiation, and/or equivalent or similar experience.
Must have experience working with underserved and diverse populations.
Must be able to travel to and visit various CHIRLA offices and/or site locations belonging to partners organizations for events, audits, meetings, and services.
Proficient in Microsoft Suite Office applications (Outlook, Excel, Word, and PowerPoint)

Nice To Haves

Master’s degree preferred but not required.
Non-profit and/or equivalent or similar experience a plus.
Project, team, or organizational management experience a plus.
Experience working at a governmental agency a plus.
Experience with implementing, tailoring, and operating an electronic contract management system a plus.
Proficient in Adobe Acrobat Suite applications.
Strong interpersonal and presentation skills, along with ability to communicate with others at all levels of the organization
Excellent analytical, oral, and written communication skills
Excellent judgment, high emotional intelligence, and ability to maintain confidentiality and act collaboratively
A high level of integrity and the ability to maintain confidentiality
Ability to have positive working relationships with staff, members, and allies
Ability to work effectively under pressure with last minute deadlines
Exceptional skills in comprehension, analysis, and technical writing, including the ability to articulate and explain complex funding and financial issues in a clear, non-technical manner
Experience collaborating with community organizations in local geographic area
Highly self-motivated, creative, takes initiative, ability to learn quickly, flexible, and able to work as part of an interdisciplinary team of advocates
May require some flexibility to work early mornings, evenings and/or weekends during clinical/consultations times as needed
Must be 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
Proactive nature in using technology and systems to maximize efficiencies with tasks
Strong commitment to CHIRLA’s mission of empowering low-income community groups
Strong interpersonal skills, including the ability to successfully relate to community residents
Strong oral and written advocacy skills and excellent organizational skills as well as the ability to work and problem-solve under pressure
Support CHIRLA’s fundraising goals including annual fundraising drive and GALA activities

Responsibilities

Provide confidential administrative support to the Director and supervising staff
Provide follow-up, under Director, with internal departments, such as human resources, finance, data, and others, to ensure compliance with agreements and requests for information from subcontractors, and other related issues.
Calendar and update as needed, internal and external deadlines to ensure timely submissions as Subcontractor Administrator and ensuring subcontractor/subgrantees also provide timely submissions to meet contractual deadlines.
Update internal, compliance, and risk management processes to ensure all subcontractors/subgrantees meet contractual deadlines.
Draft, review, and revise subcontractor/subgrantee reporting, invoicing, and compliance letter templates.
Track and organize subcontractors/subgrantees’ agreements, amendments, Memorandums of Understanding, Certificates of Insurance, and any other related documents to ensure compliance and reporting deadlines are met.
Draft and/or update interdepartmental protocols and procedures for programs which require subcontractors/subgrantees’ performance.
Assist with performance auditing and provide report drafts to Director and supervising staff for review.
Ensure subcontractors/subgrantees are abiding by term obligations and compliance requirements.
Updating and maintaining a system for identifying and reporting program compliance issues, complaints, concerns, questions, resolution, and follow-up.
Draft and coordinate responses to identified compliance questions, concerns or inquiries raised by subcontractors/subgrantees.
Coordinating and planning meetings, convenings, and workshops for the subcontractors/subgrantees to ensure they are performing all required obligations.
Draft and/or update presentations for various meetings, convenings, and workshops to inform subcontractors/subgrantees with relevant program updates.