Program Administrator II

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• Serve as the principal advisor to PPROEM (Pikes Peak Regional Office of Emergency Management) leadership on Urban Area Security Initiative (UASI) program administration, grant compliance, and regional homeland security investment strategies
• Administer and coordinate the Colorado Springs UASI (Urban Area Security Initiative) Program through the full grant lifecycle, including project planning, solicitation, selection, implementation, monitoring, modification, and closeout
• Administer UAWG (Urban Area Working Group) governance records and processes, including membership and proxy documentation, attendance and quorum records, meeting minutes, decision logs, electronic voting, collection and compilation of committee reports, and required follow-up communications
• Assess regional preparedness needs and capability gaps; support development of multiyear program and investment strategies; and ensure proposed investments align with the Urban Area Homeland Security Strategy, the regional Threat and Hazard Identification and Risk Assessment (THIRA) and Stakeholder Preparedness Review (SPR), applicable National Priority Areas, Law Enforcement Terrorism Prevention Activities requirements, and federal and state grant requirements
• Administer the annual UASI (Urban Area Security Initiative) project solicitation and investment-review process, including establishing application timelines, developing evaluation materials, reviewing proposals for eligibility and completeness, supporting impartial scoring and funding recommendations, and coordinating the development of Investment Justifications for submission through DHSEM (Division of Homeland Security and Emergency Management) to FEMA (Federal Emergency Management Agency)
• Administer and support UAWG (Urban Area Working Group) governance in a non-voting, administrative and advisory capacity, including the Executive Committee, Investment Review Committee, subcommittees, and other working groups, in accordance with the UASI Charter
• Support the Chair and committee leadership in planning and facilitating UAWG meetings, committees, subcommittees, and working groups, including developing agendas and meeting materials; facilitating or guiding structured discussion when designated by the Chair; documenting quorum, decisions, votes, and action items; coordinating follow-up; and supporting consensus-based decision-making
• Serve as PPROEM’s primary UASI program liaison with DHSEM, City departments, and regional partner agencies, and coordinate with FEMA (Federal Emergency Management Agency) and DHS (Department of Homeland Security) when appropriate and in consultation with DHSEM
• Manage and monitor multiple grant-funded projects, project leads, participating agencies, and any subrecipients, as applicable, by reviewing budgets, schedules, performance measures, deliverables, procurement activity, equipment records, and compliance with federal, state, and local requirements; identify deficiencies, coordinate corrective actions, and verify resolution
• Prepare and manage grant applications, investment justifications, financial reports, reimbursement requests, grant modifications, and other required grant documentation
• Coordinate procurement, contract administration, project implementation, and grant-funded equipment and property management, including applicable inventory, utilization, maintenance, reporting, and disposition requirements
• Develop and deliver guidance, training, and technical assistance to project managers, committee members, and participating agencies regarding UASI application processes, project administration, financial requirements, equipment management, and grant compliance
• Develop and maintain program policies, procedures, records, and business processes to support operational efficiency, compliance, and audit readiness
• Analyze financial and program performance data and provide recommendations to leadership regarding funding priorities, program improvements, and regional capability development

• Represent PPROEM and the Colorado Springs UASI Program on local, regional, state, and national committees, meetings, and professional organizations
• Other duties as assigned

• FEMA (Federal Emergency Management Agency) preparedness-grant administration and compliance requirements, including applicable Notices of Funding Opportunity, award terms and conditions, the FEMA Preparedness Grants Manual, and 2 C.F.R. Part 200.
• Project and program management principles
• Budget development, financial tracking, and reporting
• Emergency management, homeland security, public safety, or related governmental programs
• Public administration and governmental operations
• Multi-agency and multi-jurisdictional partnership development and governance
• Microsoft Office Suite, especially Excel, Word, PowerPoint, and Teams
• Grant management systems (e.g., FEMA GO [Federal Emergency Management Agency Grants Outcomes], WebGrants, GovGrants, or similar platforms)
• Procurement, contracts, and equipment management for federally funded programs

• Manage multiple complex projects while balancing competing priorities and meeting deadlines
• Interpret and apply federal, state, and local grant requirements and regulations
• Analyze financial and programmatic information, identify issues, develop corrective actions, and recommend practical process improvements
• Prepare clear, professional reports, presentations, and executive briefings
• Facilitate executive-level committees, subcommittees, working groups, and stakeholder meetings; organize and guide discussion; support consensus-based decision-making; and ensure decisions, action items, and follow-up responsibilities are clearly documented
• Communicate effectively with executive leadership, public safety professionals, and regional partners
• Exercise sound judgment, work independently, and maintain accurate records supporting grant compliance and audit readiness

• Bachelor’s degree from an accredited college or university with major coursework in a related area of study.
• Three years of full-time, professional experience in a related field, including two years of administrator and/or supervisory experience.
  

We value a diverse range of qualifications and experiences. Our organization views each year of further education as equivalent to each year of relevant work experience, and each year of additional relevant work experience as equivalent to each year of required education.

• Experience administering Federal Emergency Management Agency (FEMA) preparedness grants, Homeland Security Grant Program (HSGP), UASI (Urban Area Security Initiative), or similar federal grant programs.
• Experience using PeopleSoft Financials/Grants or similar enterprise resource planning systems for grant administration, budget management, financial reporting, invoicing, or reimbursement processing.
• Certified Grants Management Specialist (CGMS), Project Management Professional (PMP), or similar professional certification.
• Experience facilitating executive-level committees, multi-agency working groups, subcommittees, or regional governance processes, including agenda development, meeting facilitation, consensus-building, and follow-up coordination.
• Knowledge of the National Incident Management System (NIMS), National Preparedness System, and FEMA Preparedness Grants Manual.
• Experience coordinating procurement, contracting, grant monitoring, budget modifications, and grant closeout.
• Experience supporting boards or committees operating under bylaws, charters, or Robert's Rules of Order.