Program Supervisor

Job Description:

Program Supervisor

Description

Job Description

Office of Access & Inclusion

Annual Salary Range: $112,497 - $149,972

FLSA Exempt / Union Represented

This position allows for up to four days of remote work per week

About the Office

The Office of Access & Inclusion (OA&I) administers and manages grants to legal aid organizations and develops and implements initiatives and programs to increase DEI in the profession. OA&I also manages the Judicial Nominees Evaluation (JNE) process by supporting the JNE Commission which evaluates all candidates under consideration for judicial appointment by the Governor.

About the Position

The Program Supervisor for fiscal compliance serves a key leadership role in the Office of Access & Inclusion (OAI), providing direct supervision and strategic oversight of a small fiscal compliance team. This position ensures the accurate administration and monitoring of grant funds distributed to legal aid organizations and pro bono programs throughout California. The Program Supervisor is responsible for maintaining the highest standards of fiscal accountability, regulatory compliance and operational excellence while fostering a collaborative team environment and strong relationships internally and with our grantee partners and other stakeholders.

Ideal Candidate

The ideal candidate will bring a unique combination of fiscal compliance expertise in grantmaking, supervisory experience, and passion for access to justice work. They will be a detail-oriented professional with a growth-mindset and highly empathetic, who can balance the technical demands of fiscal compliance with the leadership skills to inspire, guide, and develop a small team that is in the middle of a critical growth period. While not a requirement, the ideal candidate will have experience working in grantmaking and with legal organizations or other nonprofits in CA. The Program Supervisor will:

• Oversee grant fiscal compliance and monitoring, in close collaboration with grants administration leadership, to ensure compliance with grant terms and government regulations
• Supervise, mentor and develop a small team who have varying levels of skills and experience
• Identify areas for process improvements and/or trainings, including standardization of knowledge and tools to improve efficiency and accuracy of grantee compliance
• Collaborate with team leadership to update policies and procedures that reflect best practices in fiscal compliance
• Write memos and present to Legal Trust Fund Commission or their relevant committees on fiscal compliance issues, as needed
• Represent OA&I at regional meetings and conferences related to legal aid funding and compliance

Definition

Under general supervision, the Program Supervisor is responsible for supervising the management of programs, policies, and procedures, facilitating the development of operational guidelines for new programs and ensuring activities of programs are completed in accordance with procedures and policies. The Program Supervisor has direct supervision over subordinate clerical, technical, para-professional, and professional positions specific to the division or unit to which they are assigned; and performs related work as required.

Distinguishing Characteristics

The Program Supervisor provides first level supervision over support staff in an assigned division/unit and performs the most complex work. This class is characterized by the responsibility for assuring the activities of the assigned major programs or support functions are completed in accordance with the procedures and policies of the Bar.

The Program Supervisor is distinguished from the Administrative Supervisor in that the former has knowledge of complex and advanced program functions and supervises staff in the performance of specialized program functions. The latter typically will have supervisory duties over administrative and/or clerical staff.

Examples Of Essential Duties

• Duties may include, but are not limited to the following:
• Supervises the management of programs, policies and procedures and facilitates the development of operational guidelines for new programs; ensures activities of programs are completed in accordance with procedures and policies.
• Directs, trains, assigns, and evaluates subordinate personnel in the performance of a variety of professional, administrative, and clerical support tasks, establishing and monitoring standards of performance.
• Assesses workloads, and assigns employees to ensure the timely and proper level of support for ongoing activities.
• Supervises, and evaluates the performance of assigned staff, including prioritizing, delegating, and reviewing work assignments, monitoring performance, and providing coaching for performance improvement and development; takes and imposes disciplinary action, up to and including termination, to address performance deficiencies.
• Analyzes and resolves escalated and difficult issues that originate from staff, the public, and other stakeholders.
• Evaluates program problems and procedures, develops recommendations for improvement and implements proposals and plans; develops written procedures to clarify or describe standard practices; coordinates the publication and dissemination of procedures.
• Identifies areas for development of substantive and programmatic resources relevant to the division/unit and assists in the creation of resources.
• Prepares and maintains reports, special studies, correspondence, and statistical data.
• May assist in the development and monitoring of the capital and operational budget, overseeing the fiscal control systems, preparing, and evaluating fiscal reports; analyzes need for budget items requested to determine whether items are justifiable, based on program objectives and priorities.
• Evaluates, in conjunction with the Information Technology Department, the use of electronic systems and researches and makes recommendations for more efficient and cost-effective technology.
• Acts as a liaison and maintains effective working relationships with other State Bar employees, the Board of Governors or other Committees, attorneys, outside agencies and the public.
• Serves on committees and organization wide task forces and represent the division/unit throughout the State Bar.
• May perform several other similar or related duties which may not be specifically included within this position description, but which are consistent with the general level of the job and the responsibilities described.

Employment Standards

Knowledge Of:

• Principles of office management, budgeting, administration, and supervision. • Program and policy management.
• Program area specific to division or unit assignment.
• Problem identification, analysis, and evaluation.
• Computer information systems, including personal computer applications, word processing and spreadsheet programs.
• Principles of effective writing and verbal presentation.
• Coordination and operation of programs.
• Working knowledge of the State Bar Offices and their functions and a general knowledge of other agencies and their interface with the State Bar.
• Personnel selection and supervisory principles, practices, and procedures.
• Computerized information and database recordkeeping systems.
• Office procedure, budget preparation and maintenance techniques.

Ability To:

• Apply the policies and practices of a department.
• Plan, schedule, make work assignments, set priorities, train, evaluate, select, and discipline subordinates.
• Operate modern office equipment including computer hardware, software, and internet and web-based applications.
• Make fine visual distinctions upon proofreading written documents and viewing information on a computer screen.
• Compile data and prepare narrative and statistical reports.
• Appropriately respond to requests and inquiries from the public, State Bar members, or other departments.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective interpersonal relationships at all organizational levels as well as with the public.
• Maintain the confidentiality of information.

Minimum Qualifications

Education:

• Bachelor's degree in a field that develops skills related to essential duties, or equivalent academic achievement.

Experience:

• Four (4) years of experience at the journey-level that included responsibility for professional-level activities such as program oversight, development, administration and/or work contributing to the development of operational procedures or plans, of which at least one (1) year should have been in a lead capacity.

License, Certificate, Registration Requirements:

• None required.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar's selection process for this classification.

About the State Bar

The State Bar of California's mission is to protect the public and includes the primary functions of licensing, regulation, and discipline of attorneys; the advancement of the ethical and competent practice of law; and support of efforts for greater access to, and inclusion in, the legal system.

Our Values

Clarity | Investing in Our People | Excellence | Respect | Growth Mindset

Learn more about our values.

DEI Statement

We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect.

Learn more about our commitment to DEI.