Special Projects Coordinator - DDC

PHMC serves as both a direct service provider to individuals, families, and communities across the region and as an intermediary agent — managing large-scale contracts, government and philanthropic partnerships, and multidisciplinary initiatives that require operational sophistication, strategic leadership, and deep mission alignment.

Job Overview:

The Philadelphia Department of Public Health (PDPH) promotes and protects the health of all Philadelphians and provides a safety net for the most vulnerable. Within PDPH, the Division of Disease Control (DDC) works to control and prevent communicable diseases and ensure that the City is prepared for public health emergencies. DDC works with governmental agencies, healthcare providers, and communities to help people stay healthy and safe through information sharing, education, and equitable distribution of resources. DDC is comprised of 9 programs, including: Immunisations, Acute Communicable Disease, Bioterrorism and Public Health Preparedness, STD Control, Healthcare Associated Infections/Antibiotic Resistance, Tuberculosis, Viral Hepatitis, Epidemiology and Informatics, and Health Centre #1, which is the City’s dedicated walk-in clinic for STI testing and treatment. In addition, the Division also includes fiscal, administrative, and policy staff.

The Special Projects Coordinator will be responsible for coordinating various projects across the Division, as well as providing administrative and operational support to the DDC leadership team and 10 different program areas. This position works closely with the DDC Director, Fiscal Administrator, and the Division’s Program Managers. This position reports to the Director of the Division of Disease Control.

The position is full-time, Monday through Friday, 8:30 a.m. to 5:00 p.m. This is a grant-funded position; continuation of the position is contingent upon sustained funding. All City and City-embedded employees are expected to work in the office or in the field full-time as of July 2024. The applicant will work from the Health Department offices or other locations as assigned.

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 per cent of the time. The position may require some travel and occasional participation in off-site functions.

Responsibilities:

• Work closely with the Division Director, Medical Director, Fiscal Administrator, and Program Managers to organise meetings, develop agendas, compile meeting minutes, and monitor follow-up actions and related deliverables.

• Support strategic planning initiatives for the Division, including convening planning meetings, developing planning documents, collecting strategic objectives and corresponding metrics from each program, and managing reporting for DDC’s quarterly performance measures.

• Conduct project management activities for the Division, including developing project specifications, timelines, and checklists, and monitoring completion of deliverables and any associated reporting requirements.

• Support program-based planning activities as needed.

• Coordinate division-wide events, including trainings, workshops, meetings, and other activities for both internal staff and partner organisations.

• Assist with planning and supporting DDC training initiatives and staff meetings.

• Manage DDC SharePoint sites, including developing, updating, and maintaining organisational structures, content, and processes.

• Manage division-wide communications to ensure that staff are informed about policies, procedures, operational updates, and other important and/or time-sensitive information.

• Support the annual inventory process for DDC.

• Serve as the primary point of contact for coordinating space and building-related activities across all DDC sites.

• Assist with employee information updates, including tracking software licenses.

• Liaise with the Health Commissioner’s Office, other PDPH divisions, and external partners to facilitate meetings, projects, and other initiatives.

• Track and respond to funeral home letter requests for the shipment of bodies internationally.

• Serve as a member of the Division’s Emergency Response Corps by participating in quarterly trainings and responding to incidents on an as-needed basis.

• Participate in exercises and real public health emergencies.

• Conduct research on public health topics as needed, including communicable diseases, public health preparedness, immunisations, and other topics of interest to the Division.

• Participate in project-related conference calls, meetings, and trainings as needed.

• Provide administrative support to Division leadership and program areas as needed.

• Perform other duties as assigned by Division leadership.

Skills:

• Working knowledge of Microsoft Office applications

• Strong written and verbal communication skills

• Self-directed and detail-oriented with excellent organisational and interpersonal skills

• Strong analytical and problem-solving skills

• Comfortable working both individually and within a team environment that emphasises interdisciplinary collaboration

• Flexibility, professionalism, and the ability to manage multiple projects simultaneously

Experience:

• At least 2 years of relevant work experience

Education Requirement:

• Minimum of a bachelor’s degree from an accredited college or university with an interest in public health

Salary:

Salary is commensurate with experience and qualifications. This position comes with a comprehensive benefits package consisting of medical and dental coverage, as well as paid sick, vacation, and personal time.

Position Salary: $60,000-$65,000

Contact Information:

At the Philadelphia Department of Public Health, we strive to allow all Philadelphia residents to live, work, learn, and play in safe environments that promote health. Our work is guided by a commitment to all people’s health and humanity, and we recognise the impact that barriers to access have on our City’s diverse population. We are dedicated to building a staff that reflects the city of Philadelphia. We are an EEO employer committed to providing equal opportunity to all qualified candidates and a workplace free from discrimination, harassment, intimidation, or retaliation.

Applicants who are originally from and live in the Philadelphia area are strongly encouraged to apply.

To apply, please submit the following:

PHMC is an Equal Opportunity and E-Verify Employer.

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Experience

• 2 year(s): 2 years of relevant work experience, providing administrative and operational support

Education

• Bachelors or better

Skills

• Verbal Communication
• Microsoft Office Suite
• Effective Communication
• Attention to Detail

Behaviors

• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.