Program Assistant, Programs and Subcontract Administration (PSA)

CHIRLA; Compton (CA); Hybrid; USD 41,000 - 46,000; Full time

Job summary

CHIRLA is seeking a Program Assistant in Compton, CA to support the Director of Programs and Subcontract Administration. The role involves preparing contract documents, maintaining files, coordinating meetings, and assisting with audits and progress tracking.

The position requires a Bachelor's degree and at least two years in a fast-paced environment, with strong communication and organizational skills. Some travel may be required, and the role is full-time with competitive benefits.

Qualifications

• Bachelor's degree or higher in a field with logical reasoning, developing efficiencies, management, marketing research, or statistics.
• Two years of experience in a high-paced environment.
• Ability to grasp and interpret legal documents.
• Systematic knowledge of databases and tracking systems.
• Strong organizational skills and attention to detail.
• Ability to work under pressure and meet deadlines.
• Ability to work independently and as part of a team.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, OneDrive, and scheduling software.
• Knowledge of planning and scheduling techniques.
• Strong interpersonal and communication skills with diverse groups.
• Database and records management skills.
• Ability to manage multiple projects simultaneously.
• Project management experience is a plus.

Responsibilities

• Provide confidential administrative support to program staff.
• Follow up with departments to ensure compliance with agreements and information requests from subcontractors.
• Prepare a wide variety of contract documents under attorney supervision.
• Compile, review, and organize reports, invoices, contracts for audits and meetings.
• Assist in drafting and reviewing contracts under guidance of attorneys.
• Maintain files, databases, records, and correspondence.
• Schedule, coordinate, and facilitate meetings; arrange travel and reimbursements.
• Liaise with outside partners and administrative agencies as needed.
• May lead and train staff or interns.
• Maintain project tracking and calendar for progress.

Skills

Communication skills

Independent worker

Team player

Organizational skills

Project management

Database skills

Scheduling techniques

Legal document interpretation

Education

Bachelor's degree in a field with logical reasoning / management / marketing research / statistics

Tools

Microsoft Office

OneDrive

Scheduling software

Job description

JOB POSTING - Program Assistant, Programs and Subcontract Administration (PSA)

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 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.

DUTIES AND 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.

SKILLS AND QUALIFICATIONS: Required

• 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.
• Project management experience a plus

Preferred:

• 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.

Desired Traits or Characteristic:

• 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.

_________________________________________________________________________________________

JOB TITLE:

Program Assistant, Programs and Subcontract Administration (PSA)

SALARY RANGE:

$30.0 - $33.38

CHIRLA offers an excellent benefit package, which includes generous time off, health, dental, vision and 401K plan.

FLSA Classification:

Non-Exempt/Hourly, full-time regular

Classification:

CHIRLA recognizes a staff bargaining unit affiliated with AFSCME Local 4501. This position is included in CHIRLA's bargaining unit and covered under the terms of the collective bargaining agreement.

Reports To:

Director of Programs and Subcontract Administration

Start:

Immediately

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.