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Subcontractor Administrator

CHIRLA

Compton, CA

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JOB DETAILS
JOB TYPE
Full-time
SKILLS
Administrative Skills, Adobe Acrobat, Analysis Skills, Auditing, Billing, Calendar Management, Communication Skills, Compensation and Benefits, Contract Management, Contract Negotiation, Contract Requirements, Detail Oriented, Document Tracking, Employee Relations, Event Management, Finance, Funding, Fundraising, Genetics, HIV/AIDS (Acquired Immune Deficiency Syndrome), Human Resources, Insurance Documentation, Interpersonal Skills, Legal, Legal Documents, Maintain Compliance, Medical Conditions, Medical Genetics, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Military, Multitasking, Nonprofit, Office Suites, Organizational Development/Management, Organizational Skills, People Management, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Project/Program Management, Regulations, Regulatory Compliance, Reporting Skills, Request for Information (RFI), Risk Management, State Laws and Regulations, Systems Maintenance, Technical Writing, Time Management, Willing to Travel, Writing Skills
LOCATION
Compton, CA
POSTED
10 days ago
JOB POSTING – Subcontractor Administrator

The Coalition for Humane Immigrant Rights (CHIRLA) is a nonprofit organization founded in 1986. CHIRLA is a California leader with national impact made of diverse immigrant families and individuals who act as agents of social change to achieve a world with freedom of mobility, full human rights, and true participatory democracy. CHIRLA organizes and serves individuals, institutions, and coalitions to build power, transform public opinions, and change policies to achieve full human, civil and labor rights. Guided by power, love, and vision of our community, CHIRLA embraces and drives progressive social change.

POSITION DESCRIPTION:

The Coalition for Humane Immigrant Rights (CHIRLA) is seeking a Subcontractor Administrator. The Subcontractor Administrator will report 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 role of the Subcontractor Administrator is to oversee, organize, and manage CHIRLA's legal documents, subcontracts, and any associated documents. This position will be tasked to look at various aspects related to contracts, such as reviewing and organizing subcontractors, compliance requirements, and deadlines. In addition, the position will lead the coordination, monitoring, invoicing, performance, and progress updates of subgrantees in coordination with other internal departments.

The Subcontractor Administrator should have strong organizational skills and maintain and update our internal tracking documents and systems on a consistent basis. They are also responsible for handling potential disputes and trying to rectify issues that may arise with contractual obligations under the supervision of the Director. The subcontractor administrator will have the responsibility of preparing reports and memos to provide to the Director and her team regarding the subcontractors/subgrantees’ performances. These reports and memos must be detailed orientated and highlight the subcontractors/subgrantees’ progress of performance (areas of strengths and improvements), fulfillment of contractual and compliance requirements, and actions taken to remedy the subcontractors/subgrantees’ lack of performance. The Subcontractor Administrator will also oversee meetings with subcontractors/subgrantees and provide detailed meeting notes, debrief summary, and action items to the Director and supervising staff.

RESPONSIBILITIES AND DUTIES:
  • 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.
SKILLS AND QUALIFICATIONS:

Qualified applicants for this position should have a record of outstanding academic achievement, superior writing and analytical skills, relevant work experience, participation in law review, journals, clinical legal work, and/or extracurricular activities, and have demonstrated an interest in government contracts law. All applicants should have excellent academic credentials and references.

Required
  • 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)

Preferred
  • 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.
Desired Traits or Characteristic
  • 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
_________________________________________________________________________________________

JOB TITLE: Subcontractor Administrator

Salary & Benefits: $70,304 to $73,116
CHIRLA offers a competitive salary based on qualifications and an excellent benefit package, Which includes generous time off benefits, 401K Plan, health, dental and vision plans

FLSA Classification: Exempt/Salaried, full-time, regular

Classification: CHIRLA recognizes a staff bargaining unit affiliated with AFSCME Local 4501. This position is a confidential and is non-union and not covered under the terms of the collective bargaining agreement.

REPORTS TO: Director of Programs and Subcontract Administration

CLOSING DATE OF THIS POSITION: Position will remain open until filled

LOCATION: Compton, CA

CHIRLA is an equal opportunity employer and makes employment decisions on the basis of merit and administers all terms and conditions of employment, including recruitment, appointment, promotion, compensation, benefits, transfers, training and educational opportunities without regard to pregnancy, childbirth or related medical conditions, genetic information as defined by the Genetic Information Nondiscrimination Act, race, religion or religious creed, color, gender, gender identity or expression, national origin or ancestry, physical or mental disability, medical condition, marital status, registered domestic partner status, age (40 or older), sexual orientation, HIV/AIDS status, pregnancy or pregnancy related disability, military or veteran status or any other basis protected by federal, state or local law or ordinance or regulation. All such discrimination is unlawful. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. All such discrimination is unlawful.

Open Positions are available at: www.CHIRLA.org/Career Center use link -
Career Center - The Coalition for Humane Immigrant Rights

All Applicants will be required to complete an Application for Employment prior to any scheduled interview.

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CHIRLA

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