Position Summary:
SUPHR is seeking a highly motivated and organized individual to join the SUPHR grants team. This position involves administrative and programmatic work within the Philadelphia Department of Public Health’s Division of Substance Use Prevention and Harm Reduction (SUPHR) to assist in coordinating and monitoring grant program activities. SUPHR’s mission is aimed at reducing individual and collective drug-related harms through various programs including: Neonatal Abstinence Syndrome Surveillance and Outreach (NAS), Overdose Death Review (OD Stat), Bereavement Support, Communications, Environmental Services, Harm Reduction, Data Analysis & Epidemiology, and Community Engagement.
The person filling this position is responsible for coordinating the day-to-day pre- and post- award functions of the Division’s major foundation, state, and federal grants. This includes coordinating grant timelines, internal and external meetings to discuss progress/next steps and address issues, participating in grant-related conference calls and in-person meetings/conferences, and working with designated program staff to ensure completion and submission of grant-related reports and data in accordance with funding requirements. This individual may also be asked to assist in finding and applying for new grant opportunities as they arise. This will involve preparing, writing, and coordinating grant proposals and ensuring applications are formatted and processed in accordance with funding requirements. The Grants Project Coordinator will also work with partner agencies involved in grant activities to assist with monitoring progress/implementation in line with project goals and expectations, and ensure timely data collection and reporting of deliverables.
Office hours for this position are 9-5 Monday through Friday. This is a full time in-person position
Duties and Responsibilities:
- Maintain knowledge of grant funding policies, regulations, and procedures
- Provide administrative and programmatic support in coordinating and monitoring the day-to-day pre- and post- award functions of the Division’s major foundation, state, and federal grants, in line with grant requirements
- Keep record of and maintain organized files for grant related activities, including grant applications, outputs, reports, and other related records
- Maintain and track grants calendar/reporting schedule
- Work with assigned staff and identified partners to monitor activity progress, gather and consolidate ongoing updates, ensure projects are on target and meet all grant requirements, deliverables, and reporting, identify barriers to grant/project-specific goals, and coordinate and monitor technical assistance needs
- Develop reporting templates, coordinate timely collection of data and ensure completion/entry of required deliverables, including workplan updates, technical review responses, and progress reporting in line with funder requirements and project goals
- Responsible for meeting strict deadlines and ensuring timely reporting submissions
- Responsible for formatting reports in a clear, digestible, and visually appealing format, as applicable and in line with program requirements
- Track and assist in developing/writing success stories to highlight project accomplishments and impact
- Participate in grant webinars and workgroups and record major updates/follow-up items needed
- Assist in identifying and maintaining updated list of applicable grant funding opportunities
- Aid in tracking, writing, preparing, and submitting competitive grant proposals
- Assist with the development of effective communication strategies to disseminate grant-related findings to partners and stakeholders.
- Perform other such duties as may be assigned
- Participate in Emergency Preparedness drills, exercises, and trainings for the Health Department, as needed.
Skills Required:
- Excellent organizational skills and attention to detail.
- Strong writing and editing skills.
- Knowledge of harm reduction principles and experience with grant life cycle preferred
- Ability to work under pressure to meet strict deadlines.
- Excellent time-management skills
- Computer proficiency, particularly in MS Word, MS Excel, Adobe, and online research.
- Ability to take initiative, work independently, and use innovative techniques and ingenuity to prepare grant reports and new applications.
- Knowledge of grant research and application processes preferred.
- Ability to coordinate numerous grant projects simultaneously with Health Department staff and community partners.
- Experience in federal and/or state government grant writing a plus
- Excellent oral and written communication skills.
- Ability to analyze and think critically to apply reasonable judgment and problem-solving skills.
- Ability to work as part of a team, to prioritize and handle multiple tasks, and to work independently in a high-pressure environment.
- Ability to establish and maintain effective relationships with persons contacted in the course of work.
- Sensitivity to and experience working with ethnically, culturally and sexually diverse individuals, communities, agencies and organizations.
Education and Experience:
Completion of a Bachelor’s Degree from an accredited college or university; AND two (2) or more years of work experience in program administration, project management, or any equivalent combination of education and experience that provides the necessary level of skill, knowledge and ability.
Please include a cover letter and resume as part of the application.
Equal Opportunity Employment:
PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.
Americans with Disabilities Act:
Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC, Inc. will examine reasonable accommodations on a case-by-case basis in accordance with the law.