Grants Project Assistant

Position Summary:

SUPHR is seeking a detail and task oriented individual to join the Philadelphia Department of Public Health’s Division of Substance Use Prevention and Harm Reduction (SUPHR)’s grants team in providing administrative project support. 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 assisting the grants team in coordinating the day-to-day pre- and post- award functions of the Division’s major foundation, state, and federal grants. This includes maintaining grant timelines, assisting in data collection and entry, formatting files to support team needs, and managing records retention. This individual may be asked to assist in finding and applying for new grant opportunities as they arise. This will involve assisting in preparing, writing, and coordinating grant proposals and ensuring the applications are formatted and processed in accordance with funding requirements. The Grants Administrative Assistant will support the grants team in coordinating pre and post award duties, including:

Duties and Responsibilities:

• Maintain knowledge of grant funding policies, regulations, and procedures and filing updated guidance as applicable
• Assist team in developing templates, forms, and related documents for streamlining grants processes
• Assist in transferring and exporting documents into files such as Word, PDF, or excel formats as applicable
• Assist in data collection, tracking, review, and entry of grant deliverables
• Assist in developing and maintaining PowerPoint presentations to highlight program goals, overviews, successes, and updates
• Assist in formatting reports in clear, digestible, and visually appealing formats, in line with program requirements
• Assist with maintaining and tracking grants calendar/reporting schedule
• Provide support in proofreading applicable documents to ensure reports are technically and grammatically correct
• Participate in meetings, webinars, and workgroups as applicable
• Assist with developing meeting minutes/notetaking during webinars and applicable meetings
• Assist team with collecting, screening, and filing records in organized and easily accessible manner
• Track ongoing administrative and project changes, including staffing updates
• May be asked to assist in researching and coordinating the collection of budget proposal information, such as supply, software, and travel cost quotes to support project budget proposal development
• Assist in finding and applying for new grant opportunities as they arise including ensuring the applications are formatted and processed in accordance with funding requirements.
• Assist with award closeout processes
• Other duties as assigned
• Participate in Emergency Preparedness drills, exercises, and trainings for the Health Department, as needed.

Skills Required:

• Strong organizational skills and attention to detail.
• Strong writing and editing skills.
• Ability to work under pressure to meet strict deadlines.
• Strong time-management skills
• Computer proficiency, particularly in MS Word, MS Excel, Adobe, PowerPoint, Teams, Outlook, and online research.
• Knowledge of grant research and application processes preferred.
• 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 related project/administrative support experience, program coordination, 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.

American 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.