Title: Grants Data & Reporting Specialist
Reports to: Grants Director
Department and Location: San Francisco
Full Time position
The Immigration Institute of the Bay Area was founded in 1918, and its mission is to welcome, educate and serve immigrants, refugees and their families as they join and contribute to the community. IIBA provides immigration legal services, English and civic education, and other services throughout the Bay Area, as well as through its collaborative efforts with local and regional service providers. IIBA offers a team-oriented, collegial and collaborative work environment. We pride ourselves on providing excellent service to our clients, and we know our organization runs on the hard work and dedication of our passionate employees.
At IIBA, we have a clear vision: to be the place where a diverse mix of talented people want to come, to stay, and to do their best work. IIBA’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in the work that we do. We are committed to equity and believe deeply in the value of diversity of race, sexual orientation, gender identity, religion, ethnicity, national origin and all the other wonderful characteristics that make us human.
Job Summary
The Grants Data & Reporting Specialist is responsible for supporting the full lifecycle of grant and subgrantee administration through accurate data management, reporting, and compliance monitoring. This role prepares and submits required reports to funders, maintains high quality grant data and documentation and ensures adherence to funding requirements and deadlines. Working closely with program, finance, and subgrantee partners, the position supports financial tracking, invoicing, audits, and ongoing performance monitoring to ensure effective and compliant grant operations.
Duties and responsibilities
Core Responsibilities
- Prepare and submit required reports to funders in accordance with established deadlines and guidelines
- Manage grant and subgrantee data, reporting, and documentation
- Ensure compliance with funding requirements, deadlines, and reporting obligations
- Coordinate communication with staff and subgrantees to support reporting and resolve discrepancies
- Support financial tracking, invoicing, and audit process in collaboration with finance and subgrantees
Data & Reporting Focus
- Oversee grant and subgrantee data integrity, reporting and performance tracking
- Prepare timely recurring (monthly, quarterly, etc) and ad hoc reports on expenditures, program outcomes, and performance metrics
- Analyze program data to identify and support program decision-making and performance improvement
- Conduct regular quality control checks to ensure accuracy, completeness, and compliance with funding requirements.
- Support quality control for data and performance work plans and assist in resolving issues affecting grant contract performance
- Support audits and reconciliations as needed
Operations & Coordination
- Coordinate communication with staff and subgrantees to ensure they receive comprehensive assistance, including responding to inquiries and providing requested information.
- Monitor reporting deadlines, compliance requirements, and subgrantee obligations
- Maintain organized records of grant agreements, awards, insurance, and related documentation
- Manage invoicing, billing, and reimbursement processes for accuracy and timeliness
- Provide training and support to program staff and subgrantees on data management, reporting requirements, and protocols, under the guidance and support of the supervisor.
- Stay informed of changes in grant regulations and guidelines.
- Support process improvements and general grants team needs
- Perform all other duties as needed and/or as directed by supervisor
Qualifications
- Experienced and comfortable using Excel, including advanced features
- Excellent attention to details
- Good communication skills
- Strong ability to work independently as well as with a team.
- Familiarity with immigration legal services
- Commitment to the values and mission of IIBA
Desired Qualifications
- Familiarity with any CRM
- Familiarity with Microsoft 365 or a demonstrated ability to learn new applications/software
- Experience using Pivot Tables, VLOOKUPs, Data Validation in Excel
Salary/Benefits
In the spirit of pay transparency, the salary range for Grants Data & Reporting Specialist $60,000 – $80,000. If you are hired at IIBA, your final salary compensation will be determined based on factors such as skills, education, and/or experience, and geographic location. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Please keep in mind that the range mentioned above is the full salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future & continued salary growth. We also offer a generous benefits package – additional information below.
IIBA offers a generous cafeteria-style benefits package, elements of which include, but are not limited to:
- Employer matching 403(B) retirement plan: up to 5% employer contribution
- Insurance: Health, dental, life, vision, chiropractic & acupuncture. Medical and dependent care pre-tax reimbursement accounts.
- Vacation: two (2) weeks of accrued vacation per year with an increase each year.
- Sick Leave including paid family sick time
- Holidays: 10 paid Holidays per year
- Paid Parental Leave
Please note: This position offers a flexible hybrid schedule.
Applicants for employment in the United States must have work authorization that does not currently or in the future require sponsorship of a visa for employment authorization in the United States.
To apply: Send cover letter and resume to iibayareahire@iibayarea.org
Please include the title of the job in the subject line.
For more information on IIBA, see our website: www.iibayarea.org. Position opened until filled.
This description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities.
The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.
IIBA recruits, employs, trains, compensates and promotes regardless of race, religion, color, national origin, sex, disability, age, veteran status, and other protected status as required by applicable law. Persons receiving services in our programs are entitled to freedom from harassment, retaliation, and reasonable accommodation for qualified disabilities.