The Texas A&M University System

Agency

Department

GENERAL DESCRIPTION:

Texas Division of Emergency Management (TDEM) is an emergency response entity, and this status can affect working hours, travel, and change in duties as needed.

The Grant Production Coordinator works under general direction to develop process improvement strategies for the Recovery and Hazard Mitigation Divisions.  Assists in the management of project plans and communicates with stakeholders to assess business processes and development and implementation of solutions that support the business need.  Works with TDEM staff and stakeholders in public assistance, hazard mitigation, finance, and external partners.  Assists in the development and maintenance of ad hoc and routine reports and performance measurement reports related to grant management. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.

Approximately 60% of the duties assigned are expected to directly relate to TDEM’s Grants Management System (GMS) and approximately 40% in support of performance measurement and reporting of various grants.   The Grant Production Coordinator is not an information technology role, rather it focuses on the use of various data systems and associated reporting for grant management.

This position reports to the Unit Chief, Grant Production.

*Salary is a fixed rate and is non-negotiable

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Assist program areas in managing financial, informational, and operational risks; provides guidance to agency staff, local and regional communities and statewide entities regarding grant administration, policies, and procedures.

• Assist in implementing process improvement, assess performance measurements and coordinate between multiple agency program teams to ensure program-wide integration of improvement efforts; work directly with program teams to ensure grants are prepared and processed correctly.

• Maintain effective working relationships with various levels of management within TDEM, other agencies and the federal government.

• Provide the agency technical assistance in drafting standard operating procedures and policy manuals; conducting control management reviews; implementing continuous process improvement; and help identify best practices.

• Perform routine (entry-level) project management work including the coordination of projects at various levels of completion, monitoring the progress, and communicating with project stakeholders, management, and other relevant parties.

• Assist in initiating projects, obtaining authorization and commitment, and demonstrating project need and feasibility; monitor project quality to ensure project deliverables are acceptable.

• Assist in conducting program analysis and reporting of different metrics related to grant administration.

• Assist in preparing and processing applications for disaster projects in accordance with applicable state and federal laws, rules, policies, and procedures.

• Provide support to the Recovery and Mitigation programs during emergency events, as needed.

• Perform other duties as assigned.

• Ability to travel up to 15%.

• Face-to-face and person-to-person interactions are required.

• Maintains a regular course of attendance during authorized work schedule and work extended hours as needed.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

MINIMUM QUALIFICATIONS:

Education – Bachelor’s degree in related field from an accredited college or university or an equivalent combination of education and experience.

Experience – Two (2) years of project and/or grant management experience.

Substitution Note: Relevant work experience may be substituted in lieu of education requirements on a year-for-year basis, with thirty (30) semester hours equal to one (1) year experience. A completed advanced degree in a relevant field may also be substituted in lieu of work experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• Considerable knowledge of public and grant administration.

• Knowledge of project management.

• Must demonstrate an ability to responsibly handle sensitive and confidential information and situations; and adhere to applicable laws/statutes/policies related to access, maintenance, and dissemination of information.

• Must demonstrate an ability to exercise poise, tact, diplomacy, and an ability to establish and maintain positive, working/professional relationships with internal/external customers.

• Strong organizational skills

• Must be able to construct and deliver clear, concise, and professional presentations to a variety of audiences and/or individuals.

• Must be able to research and develop crisp and statistically relevant reports, presentations, and data illustrations in a variety of formats and mediums.

• Must demonstrate ability to quickly and efficiently access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner.

• Must demonstrate an ability to examine data/information, discern variations/similarities, and be able to identify trends, relationships, and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.

• Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Must be organized, flexible, and able to effectively prioritize in a multi- demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness, or professionalism.

REGISTRATION, CERTIFICATION OR LICENSURE:

Complete and obtain certification in IS-100, IS-200, IS-700, IS-800 FEMA courses within twelve (12) months of employment and any other training as determined. 

Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptions

Resumes are not accepted in lieu of an application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.