UASI Regional Project Manager – Department of Emergency Management (0931)

Company Description

The San Francisco Department of Emergency Management (DEM) manages disaster preparation, mitigation, and response; 9-1-1 dispatch, and homeland security grant distribution for the City and County of San Francisco. DEM was created in 2006 by local legislation that reorganized the Emergency Communications Department and the Office of Emergency Services into a single agency. For more information on the Department of Emergency Management, please visit: http://www.sfdem.org/. 

The Bay Area Urban Areas Security Initiative (UASI) is a regional agency serving 12 counties across the Bay Area with DEM as its fiscal agent.  The Bay Area UASI improves regional capacity to prevent, protect against, respond to, and recover from terrorist incidents and catastrophic events. UASI utilizes federal homeland security grant funds to analyze regional risks, identify capability gaps, and build a secure, prepared, and resilient region. The Bay Area UASI works in close collaboration with diverse stakeholders at the local, state, and federal levels. Under the direction of the Approval Authority, the Bay Area UASI Management Team, comprised of DEM employees, administers grant funds, conducts risk and capability assessments, supports policy development and implementation, and develops and disseminates tools and best practices among the region’s emergency response and management disciplines. The Management Team serves as the liaison between the City and County of San Francisco (the Bay Area UASI fiscal agent), the Department of Homeland Security, the State of California, and local government grant sub-recipients. For more information on the Bay Area UASI, please visit: http://www.bayareauasi.org/

Application Opening: April 29, 2025
Application Deadline: No sooner than May 14, 2025 (11:59 PM PT)
Recruitment ID: PEX-0931-0154773

Job Description

Appointment Type: This is a Permanent Exempt (PEX), Category 18 appointment not to exceed three (3) years. However, appointees would have an opportunity to reapply for an additional term. This position is exempt from Civil Service Commission rules pursuant to the City and County of San Francisco, Charter Section 10.104, and incumbents are considered “at will” and serve at the discretion of the Appointing Officer.  This is a full-time, 40 hours per week, in-person appointment.

Position Description: Under direct supervision by the UASI Regional Program Manager with overall strategic direction by the UASI General Manager, the UASI Project Manager manages and directs regional initiatives spanning 12 counties. In coordination with other Project Managers, this position will manage all aspects associated with federal, state, and regional priority projects, including engaging with stakeholders and subject matter experts, developing project scopes of work that meet the needs of the sub-recipients, drafting solicitation documents and resulting contracts, managing vendors, closing out contracts and projects, and maintaining an awareness and subject matter expertise in a variety of areas deemed most important to the regional sub-recipients as allowable by the UASI grant. This position will develop project scopes of work and ensure successful implementation of priority projects through contractor support and management. This position will perform complex project management duties; conduct quarterly project monitoring; coordinate with the fiscal team on RFPs and RFQ processes; negotiate contract statements of work with vendors; review and approve vendor deliverables and invoices; and develop, monitor, and track project plans. This position will maintain relationships with regional and statewide stakeholders, including vendors, consultants, and emergency and risk managers of other counties and the State of California. The UASI Project Manager is responsible for evaluating and analyzing project success and collaboration processes to inform and improve UASI programming.

Specific and essential duties assigned to this position include:

• Leading strategic projects and programs related to various priorities for the 12 Bay Area counties and 3 core cities represented by the Bay Area UASI, including emergency communications, cybersecurity, combatting domestic violent extremism, information and intelligence sharing, election security, community resilience, protection of soft targets and crowded places, increasing training and preparedness for public safety professionals, and threat and risk assessment.
• Chairing, facilitating, and managing regional working groups on a variety of specific priority topics, such as cybersecurity or community resilience, including facilitating meetings, tracking action items, developing reports and status updates, and performing required administrative support tasks to keep the working groups on task and achieving the outcomes desired by the UASI General Manager and the UASI Approval Authority. Regional working groups advise and inform grant funded investments including regional projects which improve disaster readiness for the Bay Area.
• Managing vendor deliverables, including those selected to perform professional services and/or deliver training courses for the staff of the UASI Management Team or its sub-recipient jurisdictions. Ensure deliverables meet the required scope of work of the executed agreement, including task timelines, reports, and required documentation, while meeting the expectations and needs of appropriate stakeholders.
• Performing complex quality assurance project management duties, including conducting quarterly sub-recipient project monitoring; coordinating with the UASI fiscal team on RFPs and RFQ processes; negotiating contract statements of work with selected vendors; reviewing and approving vendor deliverables and invoices on behalf of the UASI; and developing, monitoring, and tracking project plans.
• Working collaboratively with sub-recipient stakeholders to ensure priorities are accurately reflected in proposed project scopes of work; ensuring that sub-recipient lessons learned and/or desired outcomes are reflected in strategic direction for future projects.
• Build a baseline subject matter expertise in the assigned discipline (i.e. cybersecurity or domestic violent extremism) as it pertains to effectively facilitating appropriate stakeholder working groups and directing funded regional projects. Expectations include performing research, attending trainings and educational seminars, and consulting professional subject matter experts.
• Conduct evaluation and analysis throughout the project life-cycle to identify successes, areas for improvement, and opportunities for future investments.
• Serve as a collaborative member of the UASI Management Team, recommending procedural improvements and opportunities for organizational efficiency.
• Providing written status reports and/or oral presentations to the General Manager, UASI Approval Authority, and other organizations as requested. 
• Representing the Bay Area UASI at meetings, conferences, and training events with State, Federal, regional, private sector, and community-based organizations.
• Building trust and positive working relationships with contractors, vendors, sub-recipient jurisdiction staff, and members of the Approval Authority regional board.
• Providing content, insights, and summaries of accomplishments and/or status updates for inclusion in quarterly newsletters, annual reports, quarterly updates to the Approval Authority regional board, and for inclusion in other external-facing reports.
• Responding to internal and external information requests, including those of a highly sensitive nature regarding public safety, emergency planning, emergency management, counter-terrorism, resilience, and emergency response for the Bay Area. 
• Performing other related duties as assigned.

Qualifications

Education: Possession of a Baccalaureate Degree from an accredited college or university.

Experience: Five (5) years of experience performing professional-level risk management, project or contract management, program management, grant management, or duties equivalent to managing complex projects or programs of significant consequence. At least three (3) of these years of experience must include supervising professionals.

Substitution: Additional qualifying experience as described above may substitute for the required education on a year-for-year basis up to a total of two (2) years. One (1) year (2000 hours) of additional qualifying experience will be considered equivalent to thirty (30) semester units or forty-five (45) quarter units.
 
Desirable Qualifications: 

• Familiarity with subject matter reflected in FEMA’s National Priority Area projects from FY22, FY23, and FY24, as well as other demonstrated federal, state, and regional priorities including but not limited to cybersecurity, combatting domestic violent extremism, community resilience, election security, intelligence and information sharing, enhancing security of soft targets/crowded places, public alert and warning, and incident/event management.
• Demonstrated project management skills and abilities (i.e., Project Management Professional [PMP] certification or similar).  
• Experience with federal, state, and local rules and regulations pertaining to grants, finance, and program management principles and practices.
• Familiarity with the Department of Homeland Security Grant Programs and the ability to manage records and data pursuant to grant guidelines. 
• Excellent written and verbal skills with the ability to track and accurately respond to numerous communications across mediums such as email, phone, chat functions and Microsoft Teams meetings. 
• Possess a high-functioning, responsive, professional work ethic. 
• Ability to prioritize tasks, remain flexible, and manage time to meet competing demands. 
• Strong ability to produce clear, concise, and well-organized reports, both orally and in writing, for various audiences requiring minimal review by a supervisor.
• Proficiency with the Microsoft Suite (e.g., Excel, SharePoint, Teams, and PowerPoint). 

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

Note: One year of full-time employment is equivalent to 2000 hours (2000 hours of qualifying work experience is based on a 40 hour work week). Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.  

VERIFICATION: Verification of Education and Experience: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://sfdhr.org/how-verify-education-requirements   

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.   

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Additional Information

SELECTION PROCEDURES: The selection process will include evaluation of applications in relation to minimum requirements.  Applicants meeting the minimum qualifications are not guaranteed advancement to the interview.  Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates.  If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

Minimum Qualification Supplemental Questionnaire (MQSQ): Candidates will be required to complete a MQSQ as part of the employment application. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQs) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.

Notes:  Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure.

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview
• Equal Employment Opportunity
• Disaster Service Worker
• ADA Accommodation
• Right to Work
• Copies of Application Documents
• Diversity Statement

HOW TO APPLY
Submit your application through this job ad. Applicants will receive a confirmation email from [email protected] that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

Analyst Information: If you have any questions regarding this recruitment or application process, please contact the analyst, Emily Liang, at [email protected].

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.