Grants Project

The Immigrant Legal Resource Center is Hiring

Grants Project & Compliance Associate

San Francisco, CA

The Immigrant Legal Resource Center (ILRC) is seeking a full-time Grants Project & Compliance Associate based in our San Francisco office. This is a non-exempt position that reports to the Deputy Director. This is a two-year position with the possibility for renewal contingent on project-related funding. Pending current labor negotiations, this position may be recognized as a bargaining unit position represented by the National Legal Services Workers (NOLSW), Local 2320.

The ILRC currently has a hybrid work model requiring at least two in-office days per week.

Who We Are:

The ILRC is a leading immigrant rights organization headquartered in San Francisco with additional offices in Washington, D.C., Texas, and the Central Valley of California. Since 1979, our mission has been to educate, support, and empower immigrants, community organizations, and legal practitioners to build a more just, inclusive, and democratic society. Our team is passionate, collaborative, and committed to equity and innovation in all we do.

The Opportunity:

The Grants Project & Compliance Associate is a new position that will 1) provide critical and ongoing support in the ILRC's programmatic work as Program Administrator, fiscal lead, and training and technical assistance provider on projects funded by the California Department of Social Services (CDSS). These programs include the Regional Network Hubs for Immigrant Families, the Removal Defense Program, the Immigration Legal Fellowship program, the Higher Education Technical Assistance Project, and Legal Training and Technical Assistance for CDSS-funded immigration services organizations and 2) help ensure timely compliance with all CDSS grants and contracts. This position will be responsible for providing administrative and logistical support for project activities, maintaining project records, tracking and reporting on deliverables and expenditures, and assisting project staff with reporting requirements. Additionally, this position will be responsible for supporting project subcontractors and monitoring and tracking their compliance.

The essential functions include: contract and fiscal monitoring and system integration, ensuring compliance with state contracting and subcontracting requirements; processing invoices and monitoring allowable costs and sufficient supporting documentation; collecting data and preparing a variety of reports, memoranda, and correspondence; providing logistical and administrative support for events; working with confidential information; and providing guidance and technical assistance to subcontractors and project partners.

Job Responsibilities:

The specific duties of this position include, but are not limited to, the following:

Grant Compliance

• Maintain monitoring system of subcontractors' compliance documentation;
• Maintain monthly monitoring of project expenditures and revenues and communicate monitoring status to project managers and directors, flagging any discrepancies or risks to the appropriate teams;
• Assist in preparing project expense, narrative, and data reports;
• Assist in preparing templates for subcontractor expense reports, invoices, and budgets;
• Assist in developing and executing grant, contract, and subcontract agreements and proposals that are consistent with state funding requirements;
• Support the lifecycle of grant projects, including initiation, implementation, tracking, and close-out;
• Plan for a timely submission of contract renewals, extensions, and expiration/closeout;
• Monitor and track payment of invoices and related documents to subcontractors, contractors, and vendors;
• Monitor contract and grant invoicing, accounting, and reporting;
• Create, prepare, and analyze data reports as requested;
• Provide technical assistance to subcontractors on project requirements and data reporting portal; and
• Serve as first point of contact for external partners, triaging communications for program staff, surveying partners for input, and sharing resources.

Project Support

• Provide support for project meetings and ad hoc webinars including scheduling, meeting and online platform logistics, agenda planning, taking notes, documenting action items, formatting materials, saving documentation, and sending out notes after meetings;
• Maintain project contacts lists, webpages, listservs, and resource libraries;
• Support logistics and event planning for convenings, trainings, meetings, and site visits;
• Manage and update shared team materials, projects files and folders, and program resources, including collecting and documenting best practices and lessons learned;
• Participate in annual project convenings and support follow-up on key matters;
• Manage and update the project documentation by ensuring changes in staff, processes, and systems are reflected;
• Supervise interns and/or volunteers as needed;
• Attend other meetings as needed;
• Support the organization in other duties or other projects as assigned; and
• Perform related duties and responsibilities as required.

Required Qualifications:

• Commitment to the mission of the ILRC;
• Two+ years of experience in nonprofit administration, grants management, operations, and / or equivalent;
• Strong oral and written communication skills, including the ability to clearly communicate logistics to a diverse group of colleagues and partners;
• Enthusiasm for administrative responsibilities and tasks;
• Strong attention to detail and the ability to consistently meet deadlines;
• Ability to develop, document, track, and communicate administrative project timelines and processes in support of project team staff and goals;
• Excellent computer skills including Microsoft Word, Excel, PowerPoint, Zoom, SharePoint, Salesforce, Slack, and other platforms as needed;
• Experience working effectively with data and tools for data entry;
• A willingness to exchange ideas and to be flexible as to approaches for carrying out the goals and priorities;
• A strong work ethic, including the following qualities: organized, detail-oriented, flexible, reliable, goal-oriented, and dependable, with the ability to be an independent worker, and able to handle several projects simultaneously while thriving in a team-based collaborative decision-making environment;
• Strong interpersonal skills;
• Respect for all co-workers and partner collaborators, and enthusiasm for working in a team-based, collaborative organization; and
• Ability to travel within California.

Preferred Qualifications:

• Experience in government grant contract compliance;
• Experience with Salesforce;
• Proficient in using project management tools and software; and
• Familiarity with immigration legal services and/or immigrant rights issues.

Compensation/Benefits:

Pay is commensurate with experience. The salary range for the position will be $85,000 to $95,000. The ILRC offers excellent benefits, medical/dental/vision insurance, EAP sessions, a flexible spending account for medical and dependent care, vacation, and sick leave. The ILRC also sponsors a retirement plan option upon fulfillment of eligibility. Additionally, we offer an annual professional development stipend of $2,500, and, from 2024 – 2027, an annual wellness stipend of $2,500. ILRC also offers a paid sabbatical program: employees are eligible to apply for an 8-week sabbatical after five years of service and a 12-week sabbatical after ten years of service.

Applications:

This position will remain open until November 3rd. To ensure consideration of your application please submit a cover letter explaining your qualifications for the position, your salary requirements, a current resume, and the contact information for three professional references, one of which must be a supervisor.

No phone calls, please.

As a condition of employment at the ILRC, you will be required to submit proof of vaccination and at least two booster shots against COVID-19.*

The ILRC is an equal opportunity employer and does not make hiring or employment decisions on the basis of race, color, religion or religious beliefs, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability age, military or veteran status, or any other basis protected by applicable local, state or federal laws. Pursuant to the San Francisco Fair Chance Ordinance and other similar state laws and local ordinances, ILRC will also consider for employment qualified applicants with arrest or conviction records.

• The ILRC provides reasonable accommodations as required by law. Employees may request an exception from vaccination requirements (if applicable) if the vaccine is medically contraindicated for them or medical necessity requires a delay in vaccination. Employees also may be legally entitled to a reasonable accommodation if they cannot be vaccinated because of a disability, or if receiving a COVID-19 vaccination conflicts with a sincerely held religious belief, practice, or observance. There may be other recognized exceptions under applicable state and/or local laws.