Program Assistant, Programs and Subcontract Administration (PSA)

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 RESPONSIBILITES:

• 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 …