Emergency Management Program Coordinator

Sep 27, 2017
Institution Type
Four-Year Institution

Stanford University

Emergency Management Program Coordinator

Job Number:

Stanford University is seeking an Administrative Associate 3 to serve as the Emergency Management Program Coordinator for the School of Medicine. The School of Medicine (SOM) Emergency Management Program is a holistic program comprised of incident response, department support, Department Operations Center (DOC) management, and emergency logistics and communication. The successful candidate will demonstrate:
  • Strong operational support experience in Emergency Management and Planning;
  • Proven capacity to execute the administrative responsibilities of the program proactively and with limited guidance;
  • Ability to think independently and take action;
  • Competence to manage multiple priorities;
  • Excellent communications and relationship building skills; and
  • Drive to establish themselves as the emergency contact and DOC administrator for SOM.
Duties include:
  • Act on behalf of the Assistant Director of Emergency Management in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for Safety and Emergency Management (S&EM) presentations, course handouts, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various S&EM documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with department, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems (Kuali-Ready).
  • Process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
* - Other duties may also be assigned DESIRED QUALIFICATIONS:

The ability to work independently with adaptability to work on multiple projects and timelines while reaching goals and metrics. Requires the ability to lead the administrative activities for emergency planning and during emergency events. Strong interpersonal skills with the ability to gain the confidence, respect and trust of others, and the ability to outreach.
  • Experience with Microsoft Office suite of products and utilizing specific software and tools.
  • Experience in providing training and/or public speaking.
  • Experience in managing volunteers and projects independently.
  • Completion of the following courses for an understanding of Emergency Operations Centers (EOCs):
o ICS-100.HE - Introduction to the Incident Command System (ICS) for Higher Education
o IS-700 - National Incident Management System, An Introduction
o IS-701 - NIMS Multiagency Coordination System
o IS-706 - NIMS Intrastate Mutual Aid, An Introduction
o IS-800 - National Response Framework, An Introduction
o G-191 - Incident Command System/ Emergency Operations Center (ICS/EOC)
o G-775 - Emergency Operations Center Management and Operations
  • Completion of the FEMA Professional Development Series which includes seven Emergency Management Institute independent study courses that provide a well-rounded set of fundamentals for those in the emergency management profession:
o IS-120 - An Introduction to Exercises
o IS-230 - Fundamentals of Emergency Management
o IS-235 - Emergency Planning
o IS-240 - Leadership and Influence
o IS-241 - Decision Making and Problem Solving
o IS-242 - Effective Communication
o IS-244 - Developing and Managing Volunteers

High school diploma and four years of administrative experience, or combination of education and relevant experience.

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


The role may occasionally require flexibility in your work schedule to meet training and emergency needs. Alternate daily/weekly work schedule may be needed.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu

Job: Administration

Location: School of Medicine
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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