Contracts Administrator

UFW FOUNDATION JOB POST TITLE:

Contracts Administrator FLSA STATUS:

Exempt (Salary) LOCATION:

Bakersfield, CA

Oxnard, CA

Fresno, CA

Salinas, CA HIRING RANGE:

$85,744\.00 to $125,000\.00, depending on experience. About UFW Foundation: For nearly 20 years, the UFW Foundation has mobilized farm workers and their organizations across the country to advocate for more equitable policies, such as immigration reform, pesticide protections, heat standards, hazard pay, and other worker protections. We engage constituents in systemic change to break the cycle of poverty while also providing critical services. In fact, the UFW Foundation is the largest federally accredited immigration legal service provider in the state of California. The organization has staff in Arizona, California, Georgia, Illinois, Michigan, New York, and Washington state.

The UFW Foundation’s Immigration Legal Services Program provides high\-quality, comprehensive affirmative and removal defense services and representation before U.S. Citizenship and Immigration Services (USCIS), the Executive Office for Immigration Review (EOIR), and California State Courts. We represent low\-income clients, including unaccompanied minors, in an array of affirmative and defensive applications, including but not limited to family petitions, U\-visa/VAWA, Waivers, Naturalization and DACA, as well as Asylum/Withholding/CAT, Cancellation of Removal and Special Immigrants Juvenile Status (SIJS). The UFW Foundation is a U.S. DOJ\-recognized and accredited organization. SUMMARY: The Contracts Administrator oversees UFW Foundation’s contractual agreements for the Legal Services department related to delivery of program services. Is responsible for the following: (1\) will lead a team of analysts and/or specialists, (2\) maintain documentation in compliance with the specific requirements of each contract, and (3\) assist project staff with reporting requirements. They will partner closely with the Immigration Legal Services Director to develop and maintain fiscal monitoring and system integration, ensuring compliance with state contracting and subcontracting requirements. This position reports to the Immigration Legal Services Director. ESSENTIAL FUNCTIONS: (This is not an exhaustive list)* Contract Lifecycle Management:

+ Draft, review, revise, and negotiate legal agreements, including grant awards, vendor contracts, MOUs, and amendments, including implementation, tracking, and close\-out.

+ Create, prepare, and analyze data reports as requested.

* Compliance \& Risk Management:

+ Monitor contracts to ensure adherence to state/federal laws, regulations, and donor requirements.

+ Perform risk assessments and identify contractual obligations.

+ Regularly review grants and contracts for completeness, accuracy, and compliance with regulations and procedures.

* Administration \& Documentation:

+ Maintain accurate records, track contract milestones, and ensure proper version control using customer relationship management (CRM) tools like Salesforce or similar specialized contract management software.

+ Provide grant/contract analysis to directors and other key staff.

* Liaison \& Coordination:

+ Act as a central point of contact between the legal services team, as well as other UFW Foundation teams (including, but not limited to, organizing, communications and marketing, institutional advancement, etc.), in particular UFW Foundation directors/managers, as well as representatives of funding entities.

+ Inform related department heads of new grant/contract requirements.

* Financial Oversight:

+ Review invoices, track funding, and assist with financial reporting and grant closeouts.

+ Update and conduct monthly review of grant/contract expenditures.

+ Monitor contract budgets, expiration dates, reporting dates, and documentation, as well as maintain ongoing communication with program staff regarding needs and budget status.

+ Maintain monthly monitoring of project expenditures and revenues and communicate monitoring status to project managers and directors, flagging any discrepancies or risks to the appropriate teams.

* Policy Development:

+ Assist in developing and updating contract templates, policies, and procedures.

* Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

• Supervise a team of analysts and/or specialists.
• May involve the coordination and/or supervision of other administrative staff on specific projects and/or assignments.
• May involve the coordination and supervision of volunteers/interns.

MINIMUM REQUIREMENTS:

The ideal candidate for this position must have a high level of professionalism and organization. The candidate must demonstrate competency in the following areas:* Collaboration. Ability to work with teammates in a professional and solutions\-oriented manner. Demonstrated ability to work with a diverse group of people in various settings.

* Dedication to Mission. A genuine interest in immigrant and farm worker rights/workers’ rights (e.g. worker conditions, wage\-hour violation).

* Excellent oral and written communication skills.

* Excellent problem\-solving skills.

* Flexibility, Speed, and Precision. Ability to adjust quickly to constantly changing priorities with speed, precision, and accuracy. Strong attention to detail.

* Legal Knowledge. Strong understanding of legal terminology (specifically immigration law), contractual language, and compliance regulations.

* Si Se Puede® (It Can Be Done) Attitude. The embodiment of a personal spirit that promotes confidence, courage, and risk\-taking.

* Technical. Proficiency in contract management software and database management.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.* Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, campus staff and students, government officials and their staff members, and the general public.

* Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages. Ability to apply concepts of basic algebra and geometry. Must have good organizational skills and the ability to work independently.

* Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PREFERRED REQUIREMENTS AND/OR QUALIFICATIONS:

• JD, MA, MPA, MBA, or related degree in Business Administration or related field a plus.

EDUCATION and/or EXPERIENCE:

• Bachelor’s degree in a related field, or 3 or more years’ experience, or a combination of the two.
• 3 or more years of experience in managing or coordinating non\-profit projects or programs, in particular, contract administration, legal assistant roles, or grant management.

CERTIFICATES, LICENSES, REGISTRATIONS:

• N/A \- see above.

COMPENSATION:

The annual salary pay range for this position is $85,744\.00 to $125,000\.00, and benefits include:

• Accruals of 2, 3, and 4 vacation weeks per year depending on tenure
• 16 paid holidays (includes a personal day)
• 1 mental health day per calendar year
• Paid sick days
• Health, dental, and vision benefits
• Life insurance
• Flexible Spending Accounts
• Employee Assistance Program for support with personal and work\-related challenges
• 403(b) retirement plan with 2% employer match (providing employee meets criteria)
• 401(k) retirement plan with no employer match (providing employee meets criteria)
\*
• Employer\-sponsored pension plan
\*
• Supplemental insurance (within 30 days of hire date)
\*
• Professional development opportunities and access to thousands of courses
• 20% discount for immigration services through the UFW Foundation
• Many discounts, such as entertainment discounts for movie theaters, theme parks, etc. via ADP Lifemart, TicketsatWork, and UnionPlus

* Note: Some of the benefits listed above are not available to temporary employees. Eligibility and access to benefits may vary based on employment status and other factors.

ADDITIONAL AND/OR SPECIAL REQUIREMENTS AND/OR QUALIFICATIONS

COVID\-19 Vaccination Requirement – The UFW Foundation is committed to ensuring the health and safety of our community, employees, and program participants. While vaccinations and boosters are not currently mandatory, we strongly recommend their use as a crucial measure in reducing the transmission of COVID\-19\. It is imperative to emphasize that if a pandemic situation arises that necessitates vaccines and/or boosters, we will reinstate this requirement to protect everyone effectively. Vaccinations have proven to be effective in preventing the spread of the virus and reducing severe illness. By choosing to get vaccinated, individuals contribute to the collective effort in mitigating the impact of the pandemic and creating a safer environment for all. We will continually monitor the evolving situation and follow the guidance of health authorities. PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. WORK ENVIRONMENT:

This is a hybrid position that offers a balance of in\-office and remote work. The incumbent will be expected to work on\-site in person at one of our regional offices, two to three days per week. The rest of the week can be spent working remotely, with the flexibility to adjust as needed. In addition, the incumbent may be required to attend meetings, trainings, or workshops either in their home state or elsewhere throughout the year.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. EQUAL OPPORTUNITY EMPLOYER: The UFW Foundation is an Equal Opportunity Employer. We believe a strong commitment to equal employment opportunity is more than a legal and moral obligation – it is also a sound business practice to realize the potential of every individual. We celebrate diversity and are committed to creating an inclusive work environment for all! In order to provide equal employment and advancement opportunity to all individuals, employment decisions at the UFW Foundation will be based on merit, qualifications, and abilities. Except where required or permitted by law, employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex/gender, gender identity, gender expression, sexual orientation, marital status, medical condition, military or veteran status, national origin, ancestry, disability, genetic information, age, or any characteristic protected by law. We encourage all qualified applicants to apply for a position fighting for farm worker and immigrant communities! The UFW Foundation believes in second chances. As an organization, we will rely on individualized assessments in the hiring of those with past criminal convictions. The UFW Foundation will make reasonable accommodations for qualified individuals with qualified disabilities under the Americans with Disabilities Act unless doing so would result in an undue hardship. Persons of color, gay, lesbian, bisexual and transgender people, persons with disabilities, persons who have lived in poverty, formerly incarcerated, persons 40 years old or older, and people fluent in more than one language are strongly encouraged to apply for open positions with the UFW Foundation. This policy governs all aspects of employment, including selection, job assignment, compensation, counseling, discipline, termination, access to benefits and training. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co\-workers.