Emergency Management Specialist

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Job Summary

The Emergency Management Coordinator – SMRS Program is responsible for the management, coordination, and sustainment of the North Carolina State Medical Response System (SMRS) contract administered through Duke University Health System (DUHS). This position serves as the primary coordinator for contract compliance, readiness activities, training, exercises, deployment preparedness, and reporting requirements associated with the State Medical Response System.

The position also provides support to DUHS Emergency Management programs through the planning, coordination, execution, and evaluation of emergency preparedness exercises, response activities, and recovery operations across the health system. The coordinator serves as a liaison between DUHS, the North Carolina Office of Emergency Medical Services (NC OEMS), healthcare partners, and local, regional, and state response agencies.

Essential Duties and Responsibilities

NC SMRS Contract Management

• Serve as the primary coordinator for all NC SMRS contractual requirements and deliverables.
• Monitor and ensure compliance with all NC OEMS contract performance measures.
• Develop, maintain, and submit required reports, documentation, and performance metrics.
• Coordinate contract-related meetings, planning activities, and communications with NC OEMS and state partners.
• Assist with annual contract renewals, budget planning, and financial reporting requirements.
• Monitor contract timelines and ensure completion of all required deliverables.

Team Readiness and Deployment Support

• Maintain deployment-ready personnel rosters, credentialing records, and readiness databases.
• Coordinate recruitment, onboarding, and retention activities for SMRS personnel.
• Track and document training, exercise participation, certifications, and deployment requirements.
• Coordinate readiness assessments and Mission Ready Package (MRP) development and sustainment.
• Assist with mobilization and demobilization activities during deployments and emergency activations.
• Support logistics planning for personnel, equipment, transportation, lodging, and sustainment operations.

Emergency Preparedness and Exercise Support

• Assist DUHS Emergency Managers in developing, coordinating, and evaluating emergency preparedness exercises using Homeland Security Exercise and Evaluation Program (HSEEP) methodologies.
• Facilitate tabletop, functional, and full-scale exercises across DUHS facilities.
• Develop exercise documentation, including Exercise Plans (ExPlans), Controller/Evaluator Handbooks, Situation Manuals, After Action Reports (AARs), and Improvement Plans (IPs).
• Assist in the development and maintenance of emergency operations plans, annexes, and procedures.
• Support accreditation and regulatory preparedness initiatives.

Incident Response and Recovery

• Participate in emergency operations and incident management activities during actual events and disasters.
• Support activation and operation of Hospital Incident Command System (HICS) structures.
• Coordinate information sharing and resource requests between DUHS facilities and external partners.
• Assist with disaster recovery planning and after-action improvement initiatives.
• Respond to emergencies and disasters as assigned.

External Coordination

• Develop and maintain relationships with local, regional, state, and federal partners.
• Represent DUHS on healthcare preparedness, emergency management, and response committees.
• Participate in meetings, workgroups, and planning efforts involving NC OEMS, emergency management agencies, public health, EMS, hospitals, and other stakeholders.
• Promote integration of DUHS emergency preparedness initiatives with community and statewide response efforts.

Program Administration

• Maintain records and databases related to training, exercises, equipment, personnel, and deployments.
• Assist with procurement planning and inventory management of emergency response assets.
• Support grant, contract, and budget management activities as assigned.
• Prepare reports, presentations, and briefings for leadership and external partners.

Perform other related duties as assigned

Minimum Qualifications

Education

Associate’s degree in Emergency Management, Public Health, Healthcare Administration, Fire Protection, Emergency Medical Services, Nursing, Public Safety, or a related field or combinations of education and experience.

Bachelor’s degree preferred.

Experience

• Work requires three years of experience with disaster planning, emergency management, or emergency preparedness-related fields.
• Training or experience in Project Management required. Prior training, certification and experience in the following areas strongly preferred: emergency planning and management, emergency medical services and/or fire services, hazardous materials management.
• Experience can be supplemented with a related Bachelor's degree, with a Bachelor's equivalent to two years of experience.

Preferred Experience

• Experience managing projects, contracts, grants, or regulatory compliance activities preferred.
• Experience planning and conducting exercises using HSEEP principles preferred.
• Experience working within healthcare systems, emergency services, public health, or emergency management organizations preferred.

Certifications

Required within one year of hire:

• FEMA ICS 100
• FEMA ICS 200
• FEMA ICS 300
• FEMA ICS 400
• FEMA ICS 700
• FEMA ICS 800

Knowledge, Skills, and Abilities

• Knowledge of emergency management principles, preparedness programs, and incident management systems.
• Knowledge of National Incident Management System (NIMS) and Hospital Incident Command System (HICS).
• Knowledge of healthcare preparedness, emergency response, and disaster recovery operations.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong organizational and analytical skills.
• Excellent written and verbal communication skills.
• Ability to prepare reports, presentations, and executive briefings.
• Ability to facilitate meetings, exercises, and training programs.
• Proficiency in Microsoft Office Suite and emergency management information systems.
• Ability to work independently while maintaining strong collaboration with internal and external stakeholders.

Working Conditions

• Participation in emergency response activities may require extended hours, weekends, holidays, and on-call availability.
• Travel throughout North Carolina may be required to support exercises, meetings, training, and deployments.
• Must be capable of operating in emergency and disaster environments and wearing appropriate personal protective equipment (PPE).