Portland Community College | Portland, Oregon

Emergency Management/Preparedness Manager

• Title: Emergency Management/Preparedness Manager
• Category: Management
• FLSA: Exempt
• Grade: K

Job Summary

Under the direction of the Portland Community College (PCC) Public Safety Director, responsible for managing the development, implementation and oversight of a college-wide, comprehensive, all hazards emergency management program to prepare for, respond to, and assist in directing the actions of the college community in the event of an emergency and to assist in guiding the continuity of operations and recovery.  This position leads departments in emergency response planning as well as identifying human and material needs for resource mobilization in the event of an emergency.  The Emergency Management/Preparedness Manager is considered an essential PCC employee and must be available to respond in the event of an emergency.

Typical Duties and Responsibilities

1. Develops, coordinates, and maintains PCC crisis management plans, policies and procedures and emergency operations. Prepares for, responding to and continuing operations during and into the recovery phase from natural or other types of disasters, and improving the ability to mitigate against, prepare for, respond to, and continue operations during and into the recovery phase from natural or other types of disasters.
2. Plans, implements and coordinates the development of the Emergency Operations Centers (EOC) and internal incident communication plan.
3. Researches and facilitates general preparedness for business continuity/recovery actions.
4. Maintains and builds strong relationships and partnerships with city, county, and state public and private agencies responsible for emergency planning and response.
5. Assists in maintaining essential academic and business services and operations during emergency situations and restoring operations as timely as possible.
6. Develops and reviews policies, programs, and procedures for any new legal requirements. Keeps abreast of changes to new laws and regulations.  Reviews, assesses, and analyzes emergency situations to recommend appropriate actions.
7. Develops and maintains current knowledge of campus operations in order to coordinate cross campus response in the event of an emergency, and be able to access and coordinate appropriate resources for emergency situations.
8. Develops, implements, and coordinates college-wide emergency training, to include understanding of Incident Command Systems (ICS) / National Incident Management Systems (NIMS). Prepares and delivers appropriate training to leadership teams in the use of ICS.  Assures that the college ICS system can be integrated into a Unified Command with external agencies.
9. Works with all areas of the college to facilitate and maintain a college-wide business continuity plan in the event of a disaster or other event that significantly impacts the operations of the college.
10. Leads and conducts ongoing evaluations of college preparedness, including initial and periodic assessments of natural, human and technological hazards and threats.  Evaluates and communicates the probability of risk, health and safety of responders, continuity of operations and impacts to facilities, infrastructure and mission of the college.
11. Coordinates the design and development of emergency preparedness/operations plans and programs. Conducts periodic emergency management exercises that may incorporate regional partners for Unified Command scenarios.  This includes exercises from tabletop, functional and full size drills, and identifying groups for participation in topics including ICS, NIMS, communications, and damage assessment.  Evaluates the effectiveness and efficiency of exercises and responses.
12. Prepares the college for prompt and efficient recovery from a disaster, working with all relevant departments to assure continuity is integral to their business and emergency planning.
13. Serves as liaison to local, state, and federal emergency response groups in order to communicate with college, city, state, and federal agencies, both public and private, which collaborate in the event of an emergency.  Coordinates with college departments to include Risk Management, Environmental Health & Safety, Facilities Management, Marketing and Communications, Public Safety and others as necessary.
14. Ensures the readiness of the college’s Emergency Operations Centers (EOC) to include analysis and inventory of the necessary operational equipment; updating and distributing an EOC call out list; and testing of the EOC communications equipment, which includes telephones, computers, and wireless technologies. Directs the participants of the EOC management team.
15. Researches and assists in implementation of multi-dimensional communications (e.g. redundancy to ensure multiple modes of communications) and enhances education, awareness, and understanding of what to do before, during and after crisis and disaster events to the college community.
16. Evaluates and identifies response resources including college, community and regional affiliated groups.  Develops agreements with such entities to facilitate acquisition of emergency relief materials.  Designs management systems and trains all staff on proper procedures, protocol and capabilities.
17. Prepares and coordinates preparation of reports, after actions, and applications to State and Federal agencies, in conjunction with Risk Management, for any applicable reimbursement and financial assistance needed to recover from disasters.
18. Serves as lead college representative to various public and private agencies for emergency and disaster preparedness planning.
19. Provides technical expertise and responds to emergencies on campus, which includes after-hours, and assists in managing emergency response in accordance with ICS structure and methods.  Also participates and contributes to campus and departmental emergency management planning.
20. Other duties as assigned.

Work Environment and Physical Requirements

Work is routinely performed in office environments, with occasional outdoor exposure. Work is done primarily during day hours but some night and/or weekend work may be required. Occasional lifting of objects up to 30 pounds. Subject to standing, walking, sitting, bending, reaching, kneeling, pushing and pulling. In the event of an emergency or critical incident response, extended work hours may be required.    Travel between campuses is required on a regular basis.  May be required to use PCC vehicle during emergencies. Must have an acceptable driving record and valid driver’s license for operation of a motor vehicle in Oregon and Washington.

Minimum Qualifications

Bachelor’s Degree in Emergency Management, Preparedness/Planning, Public Administration, Business, Fire Science, Criminal Justice, Environmental Science, Health & Safety, or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis. Four (4) years’ experience working emergency preparedness programs addressing all hazards and emergencies including two 2 years leading emergency preparedness programs.

Knowledge and Skills

Knowledge of:

• Emergency preparedness best practices;
• Critical Incident Management for Institutions of Higher Education and National Incident Management Systems (NIMS)/Incident Command Systems (ICS);
• Emergency management communication best practices;
• Applicable local, state, federal laws, regulations, guidelines and standards.
• Working knowledge of federal government techniques for planning and implementing emergency services, including familiarity with emergency communications, related computer systems, and applications.

Skills in:

• Utilizing standard office software applications, including Microsoft Office Suite;
• Building partnerships internally and externally
• Making formal presentations and providing effective training, to include planning and managing exercises/after action reports, and emergency management concepts to varied and diverse campus audiences, to include senior level college leadership groups.

Ability to:

• Work with diverse academic, cultural, and ethnic backgrounds of community college students and staff;
• Work independently with a minimum amount of supervision to organize, prioritize, and accomplish goals, while exercising good judgment to create and maintain schedules of work.
• Develop and fostering effective working relationships with representatives of governmental and other response agencies.
• Effectively communicate orally and in writing, with all levels of College staff, faculty, students and representatives of regulatory agencies, including the ability to prepare professional reports and develop program materials and plans.
• Maintain confidentiality of work related information and materials;
• Use creativity and independent thought to resolve issues;
• Apply technical expertise, experience, and judgment to plan and accomplish goals;
• Apply regulatory requirements to ensure regulatory compliance;
• Effectively using organizational and planning skills with attention to detail and follow through;
• Maintain an established work schedule, including some evenings and weekends.

Reviewed: 12/2018

• New: 03/2017