Senior Subgrant Administrative Manager

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

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 t