Subcontractor Administrator

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.

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.

• 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.

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.

• Bachelor’s degree.
• At least two years’ experience…