Program Assistant, Programs and Subcontract Administration (PSA)

Program Assistant, Programs and Subcontract Administration (PSA)

The Coalition for Humane Immigrant Rights (CHIRLA) is seeking a Program Assistant who will work within a multi-person team and 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

Salary Range: $28.00 per hour 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.