Grants Program Coordinator

City of Philadelphia • Philadelphia, PA

2d

About The Position

The Grants Program Coordinator works in the City of Philadelphia Office of Emergency Management (OEM), supporting the development, strategic planning, implementation, and evaluation of an integrated emergency management program for preparedness, response, recovery, and mitigation. The position oversees service requests through procurement for City public safety agencies and coordinates with City, State, and Federal stakeholders to administer grant funding.

The role requires someone who can manage multiple projects and procurements, adapt to changing priorities, and work collaboratively in a fast-paced public safety environment. The successful candidate must become a City of Philadelphia resident within six months of hire and serve on rotating on-call field response teams with 24-hour response requirements. OEM staff may also work extended non-standard hours, including nights, weekends, and holidays, in austere field environments and during Emergency Operations Center activations.

Requirements

• Bachelor’s degree from an accredited college or university, with coursework in public safety, management, planning, economics, finance, accounting, business or public administration, operations research, healthcare, political science, or a closely related field; an equivalent combination of education and related experience may be considered with approval.
• At least one year of project management experience.
• Experience working in a government setting.
• Experience with intergovernmental grant programs and reimbursements.
• Become a City of Philadelphia resident within six months of hire.
• Serve on on-call field response teams with 24-hour response requirements during assigned rotations.
• Possess a valid, proper-class Pennsylvania motor vehicle operator’s license within six months of the start date and maintain it throughout employment.
• Complete FEMA Independent Study courses IS 100.a, 200.a, 700.a, and 800.b within the first month of appointment.
• Ability to coordinate diverse groups toward common goals, maintain working relationships and partnerships, manage multiple complex projects, pivot quickly, and work in chaotic or uncertain environments.
• Demonstrate clear written and verbal communication, attention to detail, project delivery, problem-solving, discretion, organization, diplomacy, collaboration, and service-oriented skills.
• Ability to use technology including Microsoft Office Suite, mapping software, web-based information management and display platforms, and audio-visual media.
• Knowledge of relevant municipal, county, State, and Federal public safety and law enforcement laws and authorities, including those associated with the City of Philadelphia, PEMA, and FEMA.
• Knowledge of budgeting, grant management, and resource allocation in a public-sector context.

Nice To Haves

• Familiarity with emergency services within the City of Philadelphia.
• Experience with FEMA and/or Emergency Management Grants.

Responsibilities

• Track a high volume of simultaneous procurements and guide equipment and service requests through the procurement process.
• Ensure procurements comply with local, State, and Federal guidelines.
• Track contract deliverables and invoices, conduct equipment tracking and inventory management, and support sole-source procurements and requests for proposals.
• Review contracts and contract amendments and research and track procurement activities from inception through execution.
• Manage equipment procurement submissions and Authorized Equipment List validation.
• Research vendors.
• Prepare Investment Justifications and track workgroup and subcommittee budget allocations.
• Prepare Pennsylvania Emergency Management Agency Division of Grants Management forms upon request.
• Research allowable grant activities and costs and maintain knowledge of Federal Core Capabilities.
• Coordinate with City, State, and Federal stakeholders to help administer grant funding.
• Develop internal policies and procedures as needed.
• Maintain shared files in an organized and accessible manner.
• Perform other duties assigned by the Finance & Admin Program Manager.

Benefits

• Unlimited free public transportation through SEPTA’s Key Advantage program.
• Eight weeks of paid parental leave.
• Comprehensive health coverage for employees and eligible dependents.
• Wellness program eligibility for a discounted medical plan.
• Paid vacation, sick leave, and holidays.
• Retirement savings options.
• Eligibility to participate in the Public Service Loan Forgiveness program.
• Tuition discounts and scholarships through partnerships with area colleges and universities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level