Grants Program Assistant

Equal Opportunity Employer

The mission of the Health Federation of Philadelphia is to promote community health by advancing access to high-quality, integrated, comprehensive health and human services. We believe in and are firmly committed to equal employment opportunity for employees and applicants. We do not discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, disability, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status.  This commitment applies to all aspects of the Health Federation of Philadelphia’s employment practices, including recruiting, hiring, training, and promotion.

JOB SUMMARY

SUPHR is seeking a highly motivated and organized individual to join the 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 Program Assistant 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.

JOB SPECIFICATIONS

Responsibilities/Duties

  • 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
  • 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 and assessing proposals for eligibility
  • Aid in tracking, writing, preparing, and submitting competitive grant proposals
  • Perform other such duties as may be assigned
  • Participate in Emergency Preparedness drills, exercises, and trainings for the Health Department, as needed.

Education

  • Bachelor’s degree in public health, social work, public policy, or other relevant field.
  • Relevant work experience may be considered in lieu of educational background.

Skills/Experience

  • Two (2) or more years of experience in program administration, project coordination, grant management, or a related field; an equivalent combination of education and experience will be considered in lieu of education background.
  • Strong writing, editing, and analytical skills, with the ability to synthesize information and apply sound judgment.
  • Excellent organizational and time-management skills, with the ability to manage multiple projects and meet strict deadlines in a fast-paced environment.
  • Ability to work independently, take initiative, and collaborate effectively with internal and external partners.
  • Proficiency in standard office and research software, including MS Word, MS Excel, Adobe, and online research tools.
  • Strong interpersonal skills, with the ability to build and maintain effective working relationships.
  • Demonstrated ability to work effectively with diverse individuals, communities, and organizations.
  • Knowledge of harm reduction principles and community-based public health approaches.
  • Experience working in organizations serving people who use drugs and familiarity with the overdose crisis are a plus.
  • Familiarity with federal grant regulations, such as 2 CFR 200 and 2 CFR 300, is a plus.

Work Environment:  Standard office setting with extended periods at workstation and periodic use of office equipment.

Position Type and Work Schedule:  Full-time position, typical hours are Monday through Friday 9:00 am to 5:00 pm.  Flex office schedule options available with supervisor approval.

Travel:  This position includes possible travel throughout the city for site visits, meetings, and collaborative events; overnight travel may be requested 1-2 times per year.

Physical Demands:  This job may require moderate physical effort including lifting materials and equipment of less than 50 pounds.

Salary and Benefits:  Our employees are our most valuable resource, so we offer a competitive and comprehensive benefits package, which can include:

  • Medical with vision benefits
  • Dental insurance
  • Flexible spending accounts
  • Life, AD&D and long-term care insurance
  • Short- and long-term disability insurance
  • 403(b) Retirement Plan, with a company contribution
  • Paid time off including vacation, sick, personal and holiday
  • Employee Assistance Program

Eligibility and participation is handled consistent with the plan documents and HFP policy. 

DISCLAIMER

The Health Federation reserves the right to modify, interpret, or apply this job description in any way the Company desires. The above statements are intended to describe the general nature and level of work being performed by an employee assigned to this position. This job description in no way implies that these are the only duties, including essential duties, responsibilities and/or skills to be performed by the employee occupying this position. This job description is not an employment contract, implied, or otherwise. The employment relationship remains “at will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.