Catholic Charities, Archdiocese of New Orleans
Immigration and Refugee Services Department
Position Announcement: Project Coordinator, Unaccompanied Children’s Project, Immigration Services
Catholic Charities Immigration Services, a nonprofit organization, is seeking a full-time Project Coordinator to oversee and provide program management for our Unaccompanied Children’s Project. The Project Coordinator will oversee and monitor program compliance to provide legal representation and related services to unaccompanied immigrant children released by the Office of Refugee Resettlement.
Primary responsibility is to ensure appropriate implementation of the Unaccompanied Children’s Project administrative operations, including financial, human resources, information/data management, and reporting policies and procedures to ensure good practice and contractual compliance in support of up to 35 staff. The incumbent will function under the supervision of the Program Director and is expected to take an active role in day-to-day operations of the Program. Working closely with program and agency management, incumbent will be responsible for processing personnel transactions, grants and contracts management, purchasing and financial reporting. Incumbent must exhibit a high degree of professional excellence characterized by sound independent judgment, reliability, initiative, flexibility, and a high standard of ethics along with excellent communication, organizational, and computer skills
Incumbent will perform the following essential functions and specific duties/tasks:
Finance and Compliance: Works with Program Director on management of program budget, particularly operational expenses. Monitor all accounting ledgers for accuracy; reviews financial reports monthly and monitor program variances; stays current with federal OMB guidelines.
Administration: Provides assistance to Program Director by coordinating office services; establishes and maintains effective communication with all levels of agency staff, funding agencies, vendors, clients and volunteers; creates and submit accurate payroll recaps; participate in program, division and agency meetings as required. Ensure appropriate documentation for all operating and administrative functions, including accounting, HR/timesheet reporting as per grant and internal requirements. Assist in recruitment and supervision of support staff.
Post-award Grants and Contracts Administration: Work with Program Director to ensure programmatic and financial compliance with Unaccompanied Children’s Program grant. Acts as liaison between program and finance office. Maintains award notices on file and assures that program personnel or contractor knows the requirements of the award notices such as rebudgeting, deadlines for progress reports, etc. Confirms that awards are properly budgeted in accounting system, verifies ledger expenses and requests appropriate budget adjustments; orders items for grant expenditures and prepares all necessary budget justifications and re-budget requests. Works with Program Director to coordinate hiring of new personnel, assure that personnel are appropriately assigned to grant and contracts, and assists in developing program protocols. Schedules and coordinates meetings as need and maintains records from those meetings. Provides copies of financial reports and budget projections to Program Director. Oversee and assist in the preparation of progress reports. Conduct analysis of monthly program data and provide regular updates to the Program Director.
Purchasing: Provide coordination of purchasing by all program staff; obtains quotes, submits orders, and processes invoice transmittals, including travel/mileage reimbursement; assures that costs are properly allocated to specific grants and within budget guidelines for each project; maintains and balances petty cash. Conduct review and initial approval of subcontractor invoices.
Facilities Management Responsibilities: Assist Program Director with supervision of major construction, improvement or repairs to buildings and equipment; solicits and reviews bids and quotes and negotiates contracts; ensures compliance with Performance Standards.
Perform other job related duties as deemed necessary to ensure the smooth operation of the department. May be asked to represent the Center in public speaking engagements and at professional meetings.
- Bachelor’s degree in Business Administration, Management, Accounting or related field. Degree in other field will be considered based on professional experience.
- Minimum of 3 years of relevant professional level experience.
- Must have excellent verbal and written communication skills, strong attention to detail, excellent organizational and problem solving skills, ability to handle multiple tasks both effectively and efficiently with limited supervision.
- Must be proficient with Microsoft Office applications including Word, Excel and Outlook.
- Ability to comprehend and assimilate complex rules and regulations.
- Effective communication skills with ability to maintain composure under pressure.
- Ability to make sound judgements in areas of personnel management, budget, physical environment of department, safety of departmental employees. Demonstrated effective management skills and exposure to legal/social work staff preferred.
- Experience with managing federal grants preferred.
Job Status: Full-time (Exempt), contingent upon grant funding.
Reports to: Director, Immigration and Refugee Services
Application Deadline: Applications will be accepted on a rolling basis. To apply, please send cover letter, resume, and three references to firstname.lastname@example.org and include in the subject line: Immigration, Project Coordinator.