Title: Grants Manager
Reports to: Deputy Director
Department and Location: San Francisco or Redwood City Office
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
Under the supervision of the Deputy Director, the Grant Manager is responsible for the effective oversight of IIBA’s contract and grant awards for California Department of Social Services (CDSS), including Immigration Services Funding (ISF), Removal Defense (RD), DACA and Naturalization Application Fees (DNAF), Community College Immigration Services (CCIS) and Immigration Legal Services Support Project (ILSSP) contracts.
The Grants Manager is responsible for monitoring, auditing and training in all areas of compliance related to CDSS and assists with developing, implementing and conducting quality improvement activities. The manager will serve as a liaison between CDSS and IIBA in regards to contract performance matters and is responsible for monitoring productivity to ensure that all terms of funding are met. This individual will work in partnership with our Deputy Director and Director of Finance and Administration to ensure ongoing compliance with all contractual terms and conditions specified by the awarding agency/funder.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Conducts internal audits to monitor the IIBA’s compliance with all CDSS (including ISF, RD, DNAF, ILSSP & CCIS) contracts and grants requirements, and provides recommendations to IIBA staff and sub-grantees regarding the development of corrective action plans through the provision of quantitative and qualitative summary reports to staff on all contracts and grants audited.
- Provides training, technical assistance, and support to agency staff and sub-grantees to ensure delivery of quality services, and effective contract management to ensure compliance with all applicable laws and regulations.
- Researches and stays up to date on all CDSS regulations to develop and implement quality improvement strategies.
- Responsible for timely submission of all CDSS reports.
- Analyzes, updates, and modifies standard operating procedures and processes to continually improve operations.
- Gathers and evaluates program data and analyzes the data for patterns and trends in service delivery and performs follow-up evaluations of data and program performance to ensure consistent improvement.
- Assists in the development and implementation of quality improvement plans in accordance with the mission and strategic goals of the organization, applicable laws, regulations and standards.
Grant Administration & Compliance:
- Assists with the development, implementation, monitoring, and overall coordination of internal control procedures related to grant administration to ensure compliance.
- Assists with establishing and maintaining administrative systems necessary for the agency to comply with the terms and conditions of all CDSS grants, contracts and MOUs
- Reviews grants, contracts and MOUs and any associated amendments to assist with the negotiation of terms and conditions as needed.
- Reviews contractual requirements to ensure full understanding and ability for agency to comply.
- Audits records and other documentation to ensure compliance with funding body requirements, i.e., conducting audits and making sure corrections are made in a timely manner.
- Conducts billing reviews to ensure activities billed are documented according to funding body requirements.
- Responsible for ensuring all reports prepared and submitted to CDSS on schedule. Acts as a liaison with CDSS regarding reporting
- Attends meetings with CDSS regarding contractual requirements as needed.
- Assists with resolving problems that affect the performance of CDSS contracts and MOUs
- Conducts periodic reviews to ensure compliance with CDSS guidelines
- Periodically reviews and recommends ways to improve policies and procedures regarding contracts and grants administration.
- Assists with training program staff associated with contract implementation, management and reporting on compliance procedures and internal controls.
- Provides periodic quantitative and qualitative reports to staff on all contracts
- Assists in developing solutions in addressing any issues identified during a CDSS monitoring visit or audit.
Contract Management:
- Participates in the subcontract review process to ensure sub-grant awards and subcontract agreements are developed in compliance with the funder’s requirements prior to the execution and/or revision of such agreements.
- Ensures that grant funds paying USCIS fees are dispensed in compliance with funders’ requirements.
- Conducts quarterly audits of sub-grantees are being provided in accordance with the subcontract agreement and reports are being submitted in compliance with the subcontract agreement or funders’ requirements.
- Assists with the development, implementation, monitoring, and overall coordination of internal control procedures related to contract administration to ensure compliance.
Qualifications:
- BA degree or AA with equivalent work experience. At least three (3) years of experience in contract/grant compliance, program evaluation, quality improvement, process improvement or as a member of a quality improvement committee/team.
- At least three (3) years of demonstrated experience in contract/grant compliance, program evaluation, quality improvement, process improvement or as a member of a quality improvement committee/team in lieu of education.
- One (1) year of data management and statistical experience is also desirable, but not required.
- Organized, able to analyze data, and demonstrated ability to write concise reports using Microsoft Word and/or Excel.
- Dedication to high quality record keeping, along with the ability to analyze and evaluate files and determine necessary steps for corrective action.
- Ability to manage time effectively while responding to multiple priorities, with the ability to stay highly organized.
- Excellent communication and interpersonal skills required.
- Strong ability to work independently as well as with a team.
- Commitment to the values and mission of IIBA.
- Must provide proof of COVID-19 vaccination status
Salary/Benefits:
In the spirit of pay transparency, the salary range for Grants Manager position is $55,000 – $75,000. 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 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 (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 and retaliation and reasonable accommodation for qualified disabilities.