Title: Grants Management and Compliance 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 Management and Compliance Specialist supports the Grants Director with IIBA’s contracts and grant awards from California Department of Social Services (CDSS), with a primary focus on Immigration Service Funding (ISF) and Regional Network Hub (RNH). This role is responsible for ensuring accurate data reporting, timely submission of all reports, and ongoing compliance with grant and contract requirements across IIBA’s seven offices and subgrantee organizations.
Using strong attention to detail and clear communication skills, this individual will manage and clean client and program data, prepare internal and external reports, and provide timely documentation to the Finance and leadership team. This position offers opportunities to gain experience across multiple grant models and opportunities to build skills in meeting facilitation, light technical support, and cross-agency coordination.
- Prepare and submit required program reports in accordance with contractual deadlines
- Conduct quality control reviews of data, documentation, and deliverables to ensure accuracy, completeness, and compliance with funding requirements
- Support audits, monitoring visits, and site reviews by maintaining organized, accurate, and accessible documentation
- Assist with quality control for data and performance work plans and support the resolution of issues affecting grant contract performance
- Stay informed about grant regulations, reporting requirements, and funding guidelines
- Identify and escalate compliance risks or reporting issues with recommended solutions
Subgrantee & Internal Coordination
- Serve as primary point of contact for IIBA staff and subgrantees regarding reporting requirements, deliverables, and timelines
- Track subgrantee communications and follow ups to ensure timely submission of reports, work plans, compliance and deliverable expectations
- Coordinate grant-related meetings, including scheduling, logistics, materials, and follow-up
- Provide training and technical support to IIBA staff and subgrantees on data managements, reporting requirements and protocols
Data Management & Systems
- Lead the collection, organization, and maintenance of program data to support internal reporting and performance tracking
- Create, maintain, and improve data tracking tools (spreadsheets, databases, etc.) to streamline reporting and compliance processes
- Ensure data systems are accurate, well-commented, and accessible for internal and/or external review
Financial Tracking & Internal Reporting
- Collaborate with the Finance Dept. to reconcile grant expenditures and ensure alignment with approved budgets
- Manage and track subgrantee invoicing to support accurate and timely disbursement
- Develop and maintain internal monthly reports for Finance and leadership to support trends, performance monitoring and grant oversight
Meetings and General Support
- Attend required convenings, trainings, and meetings for all assigned grant programs
- Maintain organized records of grant agreements, awards, insurance documents, invoicing and reporting requirements
- Support the grants team with additional projects as needed
- Perform other related duties as assigned by supervisor
Qualifications
- Education: Associate’s degree or Bachelor’s degree preferred; equivalent combination of education and relevant work experience will be considered.
- Work Experience: Minimum of 3 to 5 years of previous grant coordination, data tracking and/or financial reporting experience preferred.
- Experience and comfortable using Google Workspace, Microsoft applications, and Excel, including advanced features
- Familiarity with immigration legal services
- Excellent attention to details
- Good communication skills
- Strong ability to work independently as well as with a team.
- Commitment to the values and mission of IIBA
- Ability to travel within California as required
Desired Qualifications
- Familiarity with any CRM
- Familiarity with Salesforce 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 Management and Compliance Specialist is $65,000 – $85,000. Salary placement within the range is based on qualifications, experience, internal equity, and market factors. Candidates with substantial immigration legal experience may be considered for compensation above the listed range.
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.
- Transportation reimbursement account.
- Vacation: two weeks (10 days) of accrued vacation per year with an increase each year.
- Sick Leave including paid family sick time
- Holidays: 15 paid Holidays per year, including 2 floating holidays
- Paid Parental Leave
- Eligible for Sabbatical Leave after 5 years and 10 years of continued employment.
New employees are required to work in the office 4 days a week for the first three months of their employment with IIBA. This period is crucial for onboarding, training, and integration into IIBA’s culture. After the initial three-month period, new employees may be eligible to transition to a hybrid work schedule, subject to approval by their supervisor, the needs of the office, and in accordance with IIBA policies.
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.
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.