Grants Program Coordinator

City of Philadelphia • Philadelphia, PA

3d • $65,000 - $80,000

About The Position

The Grants Program Coordinator works in the City of Philadelphia’s Office of Emergency Management (OEM), supporting an integrated emergency management program across preparedness, response, recovery, and mitigation. The role oversees service requests through the procurement process for city public safety agencies and coordinates with City, State, and Federal stakeholders to help administer grant funding.

Reporting under the direction of the Deputy Director for Strategy, Engagement and Administration and the supervision of the Finance & Admin Program Manager, the coordinator manages grant-funded procurements, acquisition and administrative activities, grant requests and guidance, and related policies and records. The position requires working in a team-oriented, fast-paced public safety environment. The successful candidate must become a City of Philadelphia resident within six months of hire and serve on on-call field response teams with 24-hour response requirements during their rotation. OEM staff may periodically work extended non-standard hours, including nights, weekends, holidays, and adverse weather, in austere field environments or during activations of the Philadelphia Emergency Operations Center.

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; equivalent related education and experience may be considered with OEM and Office of Human Resources approval.
• At least one year of project management experience.
• Experience working in a government setting.
• Experience with intergovernmental grant programs and reimbursements.
• Valid proper-class motor vehicle operator’s license issued by the Commonwealth of Pennsylvania within six months of the start date and maintained throughout employment.
• Complete FEMA Independent Study courses IS 100.a, 200.a, 700.a, and 800.b within the first month of appointment.
• Become a City of Philadelphia resident within six months of hire.
• Ability to communicate clearly and thoroughly, pay close attention to detail, deliver projects on time and within scope, find viable solutions to impediments, maintain confidentiality, and apply technology to accomplish work.
• Ability to coordinate diverse groups, maintain effective working relationships and partnerships, manage multiple complex projects, pivot quickly, and operate in chaotic or uncertain environments.
• Knowledge of government and laws and authorities governing municipal, county, State, and Federal public safety and law enforcement activity and needs, including the City of Philadelphia, PEMA, and FEMA.
• Knowledge of budgeting, grant management, and resource allocation in a public-sector context.
• Proficiency with Microsoft Office Suite, mapping software, web-based information management and display platforms, and other information-conveying media such as audio-visual tools.
• Apply equity and inclusion lenses in projects and demonstrate time management, self-motivation, accountability, problem-solving, critical thinking, organization, diplomacy, emotional intelligence, and service orientation.

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 follow local, State, and Federal guidelines.
• Track contract deliverables and invoicing; conduct equipment tracking and inventory management.
• Support sole-source procurements, requests for proposals, contract and contract-amendment reviews, and procurement research from inception to execution.
• Manage equipment procurement submissions and Authorized Equipment List validation; research vendors.
• Craft Investment Justifications and track workgroup and subcommittee budget allocations.
• Prepare PEMA Division of Grants Management forms upon request and research allowable grant activities and costs.
• Maintain knowledge of Federal Core Capabilities and coordinate with City, State, and Federal stakeholders to help administer grant funding.
• Develop internal policies and procedures as needed and maintain shared files in an organized, accessible manner.
• Perform other duties assigned by the Finance & Admin Program Manager.
• Serve as a member of an on-call field response team with 24-hour response requirements during assigned rotations.

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, with savings of 10% to 40% on educational expenses.

What This Job Offers

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