Grants Program Coordinator

Company Description A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact. As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here. What we offer Impact - The work you do here matters to millions. Growth - Philadelphia is growing, why not grow with it? Diversity & Inclusion - Find a career in a place where everyone belongs. Benefits - We care about your well-being. Agency Description The Office of Emergency Management (OEM) works to mitigate, plan, and prepare for emergencies; educate the public about preparedness; coordinate emergency response and recovery efforts; and develop tools and identify resources to support the overall preparedness of the City of Philadelphia. Job Description Position Summary Candidates for this position should possess a strong desire to work in a team-oriented, fast-paced, professional public safety environment, and a willingness to serve the public in the sixth largest city in the nation. The successful candidate for this position will assist with the development, strategic planning, implementation, and evaluation of an integrated emergency management program to support preparedness, response, recovery, and mitigation efforts. The Grants Program Coordinator oversees service request through the procurement process for city public safety agencies. This position also coordinates with various stakeholders at the City, State, and Federal level to help administer grant funding. The ideal candidate is self-motivated, solutions-oriented, easily adapts, has diverse project management experience, anticipates needs, and brings a robust set of soft skills including integrity, diplomacy, communication, and persuasion. Successful candidates must be City residents within six months of hire and are required to serve as members of on-call field response teams with 24-hr response requirements during their rotation. OEM staff also periodically work during non-standard hours for extended periods of time, in austere field environments, and during activations of the Philadelphia Emergency Operations Center. This may include nighttime, weekends, holidays, and during adverse weather. Essential Functions Under the direction of the Deputy Director for Strategy, Engagement and Administration and the supervision of the Finance & Admin Program Manager, the Grants Program Coordinator is responsible for a range of administrative and acquisition activities including, but not limited to, the following: Procurement with Grant funding Tracking a high volume of simultaneous procurements. Shepherding equipment and service requests through a bureaucratic procurement process. Ensuring procurements follow all local, State, and Federal guidelines. Assisting with administrative documents: Tracking contract deliverables & invoicing. Conducting equipment tracking and inventory management. Sole Source procurements. Requests for Proposals. Contract and contract amendment reviews. Supporting with research and tracking from inception to execution. Managing equipment procurement submissions & Authorized Equipment List validation. Researching vendors. Grant requests and guidance: Crafting Investment Justifications. Tracking workgroup and subcommittee budget allocations. Crafting appropriate PEMA Division of Grants Management forms upon request. Researching allowable grant activitie…

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