Subcontractor Administrator

chirla; Compton (CA); On-site; USD 70,304 - 73,116; Full time

Benefits offered by this job

401(k) Plan

Generous time-off benefits

Health, dental, and vision plans

Job summary

CHIRLA in Compton, CA, is seeking a Subcontractor Administrator to oversee legal documents, subcontracts, and compliance requirements. This role involves supporting the Director of Programs and ensuring timely submissions and performance audits from subcontractors.

The ideal candidate should have a Bachelor's degree, strong organizational and communication skills, and over two years of relevant experience, including work with diverse populations. Competitive salary and excellent benefits package offered.

Qualifications

• At least two years’ experience working at a law firm or in-house legal department with a focus in contract drafting and negotiation.
• Experience working with underserved and diverse populations.

Responsibilities

• Provide confidential administrative support to the Director and supervising staff.
• Maintain calendars and update internal and external deadlines.
• Draft, review, and revise subcontractor reporting, invoicing, and compliance letter templates.
• Track and organize subcontractor agreements and related documents.

Skills

Strong organizational skills

Analytical skills

Interpersonal skills

Communication skills

Education

Bachelor's degree

Tools

Microsoft Suite Office applications

Adobe Acrobat Suite applications

Job description

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 works within a multi‑person team to provide direct support to the Director and other supervising staff. The role is to oversee, organize, and manage CHIRLA’s legal documents, subcontracts, and any associated documents. This position focuses on reviewing and organizing subcontractors, compliance requirements, and deadlines, as well as coordinating, 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 consistently. They are also responsible for handling potential disputes, trying to rectify issues that may arise with contractual obligations. The Administrator is responsible for preparing reports and memos for the Director and her team regarding subcontractor performance, highlighting strengths, improvements, fulfillment of contractual and compliance requirements, and actions taken to remedy lack of performance. They also oversee meetings with subcontractors, providing detailed meeting notes, debrief summaries, and action items.

RESPONSIBILITIES AND DUTIES

• Provide confidential administrative support to the Director and supervising staff.
• Follow up, under direction, with internal departments such as human resources, finance, data, and others to ensure compliance with agreements and requests from subcontractors.
• Maintain calendars and update internal and external deadlines to ensure timely submissions from subcontractors and meet contractual deadlines.
• Update internal compliance and risk management processes to ensure all subcontractors meet contractual deadlines.
• Draft, review, and revise subcontractor reporting, invoicing, and compliance letter templates.
• Track and organize subcontractor agreements, amendments, MOUs, certificates of insurance, and any related documents to ensure compliance and reporting deadlines are met.
• Draft and/or update interdepartmental protocols and procedures for programs requiring subcontractor performance.
• Assist with performance auditing and provide report drafts to the Director and supervising staff for review.
• Ensure subcontractors are abiding by term obligations and compliance requirements.
• Maintain a system for identifying and reporting program compliance issues, complaints, questions, resolution, and follow‑up.
• Draft and coordinate responses to identified compliance questions or inquiries raised by subcontractors.
• Coordinate and plan meetings, convenings, and workshops for subcontractors to ensure required obligations are performed.
• Draft and/or update presentations for various meetings and workshops to inform subcontractors of relevant program updates.

SKILLS AND QUALIFICATIONS

Qualified applicants 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 an interest in government contracts law. All applicants should have excellent academic credentials and references.

REQUIRED

• 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, or equivalent experience.
• Experience working with underserved and diverse populations.
• Ability to travel to and visit various CHIRLA offices and/or partner sites for events, audits, meetings, and services.
• Proficiency in Microsoft Suite Office applications (Outlook, Excel, Word, and PowerPoint).

PREFFERED

• Master’s degree preferred but not required.
• Non‑profit and/or equivalent experience a plus.
• Project, team, or organizational management experience a plus.
• Experience working at a governmental agency a plus.
• Experience implementing, tailoring, and operating an electronic contract management system a plus.
• Proficiency in Adobe Acrobat Suite applications.

DESIRED TRAITS OR CHARACTERISTICS

• Strong interpersonal and presentation skills, ability to communicate at all levels of the organization.
• Excellent analytical, oral, and written communication skills.
• Excellent judgment, high emotional intelligence, ability to maintain confidentiality and act collaboratively.
• High level of integrity and confidentiality.
• Ability to build positive relationships with staff, members, and allies.
• Ability to work effectively under pressure and meet last‑minute deadlines.
• Exceptional skills in comprehension, analysis, and technical writing, including the ability to articulate complex funding and financial issues clearly.
• Experience collaborating with community organizations in local geographic area.
• Highly self‑motivated, creative, initiative‑driven, quick learning, flexible, and able to work as part of an interdisciplinary team of advocates.
• May require flexibility to work early mornings, evenings, or weekends during clinical or consultation times as needed.
• Organized and able to manage multiple projects with tight deadlines.
• Proactive nature in using technology and systems to maximize efficiencies.
• 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, excellent organizational skills, and 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, 401(k) Plan, health, dental and vision plans.

CLASSIFICATION

Exempt/Salaried, full‑time, regular. CHIRLA recognizes a staff bargaining unit affiliated with AFSCME Local 4501. This position is confidential and 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

EEO STATEMENT

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 those characteristics. All such discrimination is unlawful.

OPENINGS

Open positions are available at www.CHIRLA.org/Career Center.