IRC BACKGROUND:
Founded in 1933, the International Rescue Committee (IRC) is a leading organization providing relief, protection, and resettlement services for refugees and victims of oppression throughout the U.S. IRC in San Diego has resettled over 32,000 refugees to San Diego County over the past 50 years and provides numerous program services. In San Diego, the IRC opened its doors in 1975 and has grown to serve approximately 7,000 refugee and immigrant individuals from 115 countries of origin each year through 5 different departments.
JOB OVERVIEW:
The Senior Subgrant Administrative Manager is responsible for leading all subgrant administration, compliance, and oversight for the Statewide Family Support Coordinator (SFSC) project. This role manages the full lifecycle of subawards using IRC’s Partnership Excellence for Equality and Results System (PEERS) and ensures that subgrantees operate in compliance with California Department of Social Services (CDSS) requirements, funding regulations, and IRC policies.
The position plays a critical leadership role in ensuring timely, accurate disbursement of funds, maintaining strong internal controls, and supporting subgrantees through technical assistance and capacity building. Working closely with program, finance, compliance, and MEAL teams, the Senior Subgrant Administrative Manager contributes to high‑quality, compliant implementation across all 11 Regional Network Hubs and exercises independent judgment in areas with significant compliance and financial risk.
Major Responsibilities:
Subgrant Lifecycle Management
- Lead the full subaward lifecycle in PEERS, including partner identification and onboarding, due diligence and risk assessment, subaward drafting and execution, ongoing monitoring, amendment management, and close‑out.
- Ensure all subgrant agreements align with approved scopes of work, budgets, CDSS requirements, and IRC partnership standards.
- Maintain accurate, complete, and compliant subgrant documentation within IRC systems, including OTIS and other approved platforms.
- Ensure consistency, timeliness, and quality of subgrant processes across all Regional Network Hubs.
Compliance & Risk Management
- Ensure subgrantee adherence to CDSS requirements, grant agreements, reporting timelines, and applicable federal and state regulations.
- Ensure compliance with IRC policies, including procurement standards, financial controls, and partnership requirements.
- Lead risk mitigation strategies, including development and implementation of tailored monitoring plans based on partner capacity and risk profiles.
- Oversee use of PEERS frameworks such as Progressive Performance Improvement (PPI) and Partner Project Support Plans.
- Identify and escalate compliance concerns and potential risk issues in coordination with IRC leadership and the Ethics & Compliance Unit as appropriate.
Fiscal Monitoring & Disbursement Oversight
- In close collaboration with the Senior Finance Manager, oversee financial monitoring and reimbursement processes for all subgrants.
- Review and approve invoices and supporting documentation to ensure allowability, accuracy, and completeness.
- Conduct budget‑to‑actual analysis and verify compliance with approved budgets, indirect cost limitations, and funding requirements.
- Monitor cash flow and advance management to support timely and accurate disbursement of funds.
- Support audit readiness by ensuring strong internal controls, complete documentation, and adherence to fiscal requirements.
Subgrantee Support & Capacity Building
- Provide technical assistance and guidance to subgrantees on financial reporting, documentation standards, compliance requirements, and allowable costs.
- Support partners in strengthening procurement practices, internal controls, and administrative systems.
- Develop and deliver trainings, tools, and resources to enhance subgrantee administrative and compliance capacity.
- Foster a collaborative and supportive approach to compliance that emphasizes performance improvement and partnership quality.
Cross-Functional Coordination
- Work closely with program teams to align subgrant performance with service delivery goals and implementation timelines.
- Coordinate with the MEAL team to ensure alignment between programmatic outcomes, monitoring activities, and financial reporting.
- Partner with finance teams to support accurate tracking, reconciliation, and forecasting of subgrant expenditures.
- Support integration of subgrant data into centralized systems and reporting processes used by IRC and CDSS.
Reporting & Documentation
- Ensure timely submission of all required subgrant and financial reports to CDSS and internal stakeholders.
- Maintain accurate records of subgrant agreements, amendments, monitoring activities, findings, and partner performance.
- Contribute to internal and external audit processes by ensuring documentation meets IRC, donor, and regulatory standards.
Job Requirements:
Education
Essential
- Bachelor’s degree in Finance, Accounting, Business Administration, Public Administration, or a closely related field.
- Equivalent combinations of education and relevant professional experience may be considered.
Preferred
- Master’s degree in Business Administration, Public Administration, or a related discipline.
Experience
Essential
- Minimum 7 years of progressive experience in grants management, subaward administration, financial compliance, or a closely related area.
- Demonstrated experience managing complex, multi‑site or statewide grant‑funded programs.
- Strong experience with subrecipient monitoring, due diligence, risk assessment, and compliance oversight.
- Experience managing state and/or federally funded programs and interpreting applicable regulatory requirements.
- Proven experience overseeing budgeting, financial reporting, and audit‑related processes.
- Experience working with nonprofit or community‑based organizations as subgrantees or partners.
- Ability to manage multiple priorities, deadlines, and partner relationships in a fast‑paced environment.
Preferred
- Experience with IRC systems such as PEERS, OTIS, or comparable grant management platforms.
- Experience providing training, coaching, or capacity building to implementing partners.
- Prior experience in humanitarian, refugee, or social service program contexts.
Working Environment:
- This position operates in a remote work environment, with periodic field engagement required to support partner oversight and program implementation.
- Requires semi‑frequent travel within California, including visits to Regional Network Hubs and subgrantee sites.
- Involves participation in in‑person and virtual meetings, trainings, convenings, site visits, and statewide coordination meetings.
Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law..
US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days depending on role and tenure, medical insurance starting at $143 per month, dental starting at $6.50 per month, and vision starting at $5 per month, FSA for healthcare and commuter costs, a 403b retirement savings plans with immediately vested matching, disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.
Compensation: ($91,455 – $102,742).Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.
How to apply
Visit IRC Career Site: https://theirc.wd1.myworkdayjobs.com/External_Careers/job/San-Diego-CA-USA/Senior-Subgrant-Administrative-Manager_JR00003222