Grants Management Specialist

Equal Opportunity Employer

The mission of the Health Federation of Philadelphia is to promote health equity for marginalized communities by advancing access to high-quality, integrated, and comprehensive health and human services.  Health equity is at the heart of all our work. 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.


The main purpose of this position is to coordinate and monitor the Immunization Program grants including COVID related funding, and related fiscal activities with general supervision from the Immunization Program Manager and Division of Disease Control Director. These are both fiscally complex federal cooperative agreements with multiple project and budget periods; sub-grantees include other PDPH administrations, city agencies and academic partners that support required immunization related activities with diverse outcome measures. The person in this position has frequent interactions with various internal and external public health programs to compile, review and process grant applications; review, approve, and track grant expenditures; review or complete and submit required reports; make budget projections; provide direction or information to program staff and sub-grantees; and serve as a liaison with PDPH’s Office of Budget and Management.

This position is guaranteed for up to 12 months based on current grant funding, continuation is based on additional funding. It is full-time, 7.5 hours per day in the Division of Disease Control offices located at 1101 Market Street, Philadelphia PA 19107. Full benefits are provided with this position.



  • Reviews Funding Opportunity Announcements (FOAs) and prepares or assists in the preparation and submission of cooperative agreement/grant applications and budgets.
  • Monitors required performance measures and deadlines and ensures timely submission.
  • Reviews or completes and submits required reports in accordance with deadlines.
  • Supports cooperative agreement/grant-funded activities by providing direction and information to program staff and sub-grantees and coordinating and scheduling meetings.
  • Develops presentations on and supports staff with understanding and adhering to foundational budgetary processes.
  • Interacts with other PDPH programs to ensure coordination of complementary funding opportunities.
  • Interacts with funder (Centers for Disease Control and Prevention) for coordination and to resolve questions.
  • Receives Notice of Grant Awards (from funder or Immunization Program Manager) and coordinates distribution of funds to internal and external partners.
  • Creates tracking documents and maintains and manages all associated records.
  • Reviews, approves, and tracks grant expenditures.
  • Prepares contracts and interagency agreements with sub-awardees.
  • Makes budget projections and notifies the supervisor if budgets are projected to be underspent or overspent.
  • Makes recommendations about procurements and prepares procurement documents and serves as liaison with PDPH Office of Budget and Management staff.
  • Supervises Immunization Program Analyst.
  • Works with Immunization Program Manager, Division Deputy Director, and Division Director to write Requests for Proposals to support work with community partners or other contractors.
  • Works with funded contractors to ensure workplans and budgets meet City requirements.
  • Provides leadership and guidance related to data collection, programmatic analysis, and general compliance for funded community organizations.
  • Works with Immunization and Division leadership to identify and improve procedural inefficiencies, including contracting and other programmatic processes.

Evidence suggests those from marginalized groups often only apply to jobs if they meet all of the qualifications. However, perfect candidates don’t exist! You are encouraged to apply if the above duties interest you, and the sum of your professional and academic experience balance to overcome the absence of some of the education or experience preferences highlighted below. 


Minimum of a bachelor’s degree, preferably with three or more years of relevant experience working in public health, emergency management, or a related field.


· Previous non-profit or government experience a plus.

· Strong preference for someone with at least 1 year experience with Federal grant compliance.

· Ability to review federal funding and compliance guidelines and develop local implementation policies and procedures.

· Working knowledge of Microsoft Office applications, as well as an interest in learning about and using other types of information technology.

· Excellent attention to detail, strong written and oral communication skills, outstanding organizational skills, and problem-solving ability.

· Flexibility and the ability to manage multiple projects simultaneously are highly valued.

Work Environment:
This is not remote work. If full time, the candidate may work up to 3 days at home and 2 days in the offices at 1101 Market St., Philadelphia, PA, 19107.

Position Type and Work Schedule:

This position may be full- or part-time, depending on the preference of the candidate. Full time hours are Monday through Friday 8:30 am to 5:00 pm with one hour for lunch.

Travel:  Local travel may be required as public health guidance allows it.

Physical Demands:  This job may require moderate physical effort including lifting materials and equipment of less than 50 pounds and involves viewing a CRT or VDT screen 50 to 75 percent of the time.

Salary and Benefits:  $75,000-80,000; salary is commensurate with experience and qualifications. 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.


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.