DEFA Emergency Fund Coordinator in Philadelphia, PA at Public Health Management Corporation

Date Posted: 6/30/2020

Job Snapshot

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Job Description

Mission Statement: Our Mission is to be the premier regional provider of integrated, community-based programs by providing outstanding services, innovative care partnerships, and team-driven excellence, within a healthy fiscal environment.

Summary Job Description: The Emergency Financial Assistance (EFA) Program Coordinator is responsible for the management and operation of the DEFA program. EFA is an emergency financial resource for people living with HIV/AIDS in Bucks, Chester, Delaware, Montgomery, and Philadelphia Counties. The purpose of the fund is to assist people living with HIV/AIDS in the event of an emergency that has resulted from a generally unexpected occurrence or set of circumstances that demand immediate attention. The fund helps with imminent homelessness and utility shutoffs.

The Coordinator is the point person to review, evaluate and determine approval or denial of applications requesting EFA grants. The Coordinator manages and ensures that services are provided to clients in a timely, professional and comprehensive manner. The Coordinator acts as liaison between each funding source and the service providers to ensure compliance with program guidelines and is responsible for reporting outcomes to funding sources. The Coordinator reports to the Project Director.

Essential Duties and Responsibilities:

  • Responsible for the day to day operations of this $1,000,000 program.
  • Reviews, evaluates and determines approval or denial of applications submitted by providers by the 5th day after submission of applications.
  • Notifies referring agencies (MCMs & Supervisors) by email by the 6th business day if an application has been denied or is missing information or required documentation.
  • Returns incomplete applications remaining at PHMC past 7 business days after notification of missing information/documentation and consider the application closed.
  • For applications approved for payment after submission of missing information/documentation, submits the PRFs so that by the 10th business day checks are processed and mailed to vendors.
  • Enters all client data in the database daily. This includes but not limited to demographic information, EFA information, annual review, household members, new vendor information, and service information.
  • Maintains an Outlook Calendar daily.
  • Completes project reports and presentations which include client level data reports, quarterly and annual reports and proposals as well as internal and external trainings.
  • Monitors program budget on a weekly basis, analyze information to prepare entries for the general ledger when necessary.
  • In coordination with AACO and HOPWA offices, prepares program plans and reports, develops, updates and modifies program procedures to reflect changes in program policy.
  • Evaluates need for training and provides for appropriate training to service providers and/or program staff, collaborates with providers to develop and modify administrative procedures and standardize practices in DEFA.
  • Maintains knowledge of HIV/AIDS community and serves as an expert technical resource to guide program, community and departmental staff.
  • Works with Project Director, Director of Homeless and Social Service Programs, and Finance on yearly DEFA budget and program renewals.

PHMC Compliance Responsibilities:

  • Understands and adheres to PHMC compliance standards as they appear in the PHMC Code of Conduct, Whistle Blowers and Conflict of Interest Policies
  • Keeps abreast of all pertinent federal, state and PHMC regulations, laws, and policies as they presently exist and as they change or are modified
  • Comply with HIPAA and Confidentiality Policies and Procedures as they apply to the job
  • Comply with Department of Public Health (DPH), The Joint Commission and other accreditation and regulatory agencies standards
  • Adhere to all PHMC Policies and Procedures

Job Requirements:

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Must possess skill in planning and organizing work as well as the ability to multi-task
  • Must possess analytical and problem-solving skills as well as possess excellent written and oral communication skills to work and communicate effectively with diverse populations and with all levels of management, both internal and external
  • Must possess the ability to work independently
  • Must be detail oriented and able to accurately record and process multiple data elements on a daily basis
  • Must possess skills to make sound, accurate and sensible decisions and assessments and to develop service plans
  • Must possess ability to adapt to program changes and deadlines
  • Willingness to work as a member of a team
  • Proficient knowledge and ability in the use of Microsoft Office Word, Excel and Outlook


  • Minimum of two (2) years related experience
  • Knowledge of accounting applications


  • Minimum Associates degree + 3 years experience 

  • Bachelors degree can be in place of 3 years experience


  • Commensurate with education and experience
  • Pay Grade 18