Subgrant Administration Coordinator

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Job Overview:

The Subgrant Administration Coordinator is responsible for supporting the administration, coordination, compliance, and oversight of subawards under the Statewide Family Support Coordinator (SFSC) project. The role supports the full lifecycle of subgrant management activities, including partner onboarding, due diligence, agreement execution, amendments, monitoring, reporting, reimbursement tracking, and closeout processes.

Working closely with the SFSC Project Director, Senior Subgrant Administrative Manager, finance, compliance, MEAL, and program teams, the Coordinator helps ensure subgrantees operate in alignment with California Department of Social Services (CDSS) requirements, IRC policies, PEERS standards, and applicable state and federal regulations. The position also supports statewide coordination across Regional Network Hubs and contributes to maintaining accurate, audit-ready documentation and reporting systems.

Major Responsibilities:

Subgrant Administration & Coordination

• Support the full subaward lifecycle, including partner onboarding, due diligence collection, agreement routing, amendments, monitoring, and closeout activities.
• Coordinate subgrant documentation and maintain organized, compliant records within PEERS, OTIS, Asana, and other approved IRC systems.
• Track subgrant deliverables, reporting timelines, reimbursement schedules, and compliance requirements across Regional Network Hubs.
• Assist in preparing subaward agreements, modifications, monitoring tools, and supporting documentation.

• Support implementation of subrecipient monitoring activities to ensure compliance with CDSS requirements, IRC policies, and applicable regulations.
• Coordinate collection and review of partner documentation, including invoices, reports, procurement records, and supporting materials.
• Assist in tracking corrective actions, monitoring findings, Progressive Performance Improvement (PPI) plans, and other compliance follow-up activities.
• Escalate compliance concerns or documentation gaps to leadership in a timely manner.

• Support invoice tracking, reimbursement processing, and budget monitoring activities in coordination with finance teams.
• Review submitted documentation for completeness, allowability, and alignment with approved budgets and scopes of work.
• Maintain accurate tracking systems for subgrant expenditures, advances, reporting deadlines, and partner performance.
• Assist in preparing financial and programmatic reports for internal leadership and CDSS reporting requirements.

• Coordinate communications with subgrantees and Regional Network Hubs regarding reporting requirements, compliance expectations, and documentation standards.
• Support development and dissemination of tools, templates, guidance documents, and training materials for partners.
• Assist with scheduling and coordination of trainings, technical assistance sessions, monitoring meetings, and statewide convenings.
• Foster collaborative relationships with implementing partners to support strong compliance and project implementation.

• Coordinate closely with program, MEAL, finance, and compliance teams to support aligned implementation and reporting processes.
• Support integration of subgrant data into centralized tracking and reporting systems.
• Assist with statewide coordination efforts to ensure consistency across Regional Network Hubs and implementing partners.

• Maintain complete, accurate, and audit-ready records of agreements, amendments, invoices, monitoring activities, and partner communications.
• Support preparation for internal and external audits, monitoring visits, and compliance reviews.
• Ensure documentation is stored and maintained in accordance with IRC policies and donor requirements.

• Track and maintain comprehensive subgrant and partner records, pipelines, and reporting calendars.
• Support special projects, statewide coordination activities, and additional grants management or compliance tasks as assigned by SFSC leadership.

• Bachelor's degree in Finance, Accounting, Business Administration, Public Administration, or related field.
• Certification or continuing education in project management, grant writing, proposal development, and/or fundraising is a plus;

• Minimum 3 years' experience in grants management, subaward administration, financial compliance, or a closely related area.
• Demonstrated experience coordinating and supporting complex grant funded programs.
• Strong experience with subrecipient monitoring, due diligence, risk assessment, and compliance oversight.
• Experience managing state and/or federally funded programs and interpreting applicable regulatory requirements.
• Proven experience coordinating and supporting budgeting, financial reporting, and audit related processes.
• Experience working with nonprofit or community based organizations as subgrantees or partners.
• Ability to manage multiple priorities, deadlines, and partner relationships in a fast paced environment

• This position operates in a hybrid work environment, with periodic field engagement across the service delivery area to support program implementation and partner oversight.
• May require semi-frequent travel throughout the State of California, including visits to Regional Network Hubs and subgrantee sites, as well as participation in MEAL trainings and technical assistance activities.
• Involves active participation in both in-person and virtual meetings, convenings, site visits, and statewide coordination meetings.