Emergency Operations Specialist - Onsite, Nashville TN

Vanderbilt University Medical Center • Nashville, TN

3d • Onsite

About The Position

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization: Emergency Operations Job Summary: The Emergency Operations Specialist will coordinate disaster response or crisis management activities, provide disaster preparedness training, and prepare emergency plans and procedures for natural (e.g., hurricanes, floods, snow, and ice) or technological (e.g., phone outage, computer system failure, hazardous materials spills) disasters or any interruption to Operations that might affect patient or staff safety, and restoring business continuity throughout the healthcare system. Hours: Monday - Friday - 8:00am – 5:00pm CST . Preferred Skills & Experience: Experience in project management, with the ability to prioritize and execute under tight timelines Exceptional communication skills, including regular interaction with executive leadership and facilitating high-level calls with senior stakeholders Proven ability to multitask effectively in dynamic, fast-paced environments Comfortable operating in high-stakes situations, demonstrating sound judgment, rapid decision-making, and composure under pressure Strong organizational skills, including the ability to independently manage a flexible calendar and adapt quickly to changing priorities Highly collaborative, team-oriented mindset Proactive and solution-focused, anticipating needs and addressing challenges before escalation KEY RESPONSIBILITIES Develops program plans, goals, and objectives in collaboration with program, areas, and entity leadership. Provides professional and/or technical leadership in the execution of day-to-day program activities, as well as actively taking on-call responsibilities within the Emergency Operations team. Communicates within and across departments to maximize information sharing around progress, needs, interdependencies, and accomplishments. Participates in institutional task forces and other special committees related to the achievement of goals and objectives. Facilitating and managing discussions at an executive level based on events, simulated or real-world events, by collecting and tracking action items by event documentation and event debriefs. Organizing, developing, and administering training (i.e., Community exercises, tabletop drills) to faculty and staff. The responsibilities listed are a general overview of the position and additional duties may be assigned. PROGRAM MANAGEMENT (Advanced): Project Management. Planning, organizing, and managing resources to bring about the successful completion of specific program goals and objectives. Organizing and presenting presentations that create an environment for learning. Strong public speaking and presentation skills. PEER LEADERSHIP (Advanced): The ability to demonstrate leadership, accountability, and responsibility with peers of equal rank to the executive level to accomplish team goals. FINANCIAL PROCESSES (Advanced): Ability to monitor costs and expenses as well as the ability to manage and report those costs and expenses in relation to budgeted amounts. Maintain control of and accountability for E.P stockpiles on reserve for any disaster. QUALITY MANAGEMENT (Advanced): Ability to develop and implement plans and processes for continuous monitoring, efficiency checks, and evaluation of procedures and services to meet specific department and enterprise requirements/needs. Review and update regulatory standards in relation to Emergency Management to ensure compliance with accrediting bodies as they relate to the enterprise and communicate those changes with administrative stakeholders to ensure compliance from a regulatory perspective. NETWORKING (Advanced): Build relationships through industry contacts, professional organizations, and individuals. Attend external meetings (i.e., OEM, TNHRHHC) for additional outreach and information sharing related to Emergency Operations/Preparedness PROCESS IMPROVEMENT (Advanced): Identifies, analyzes, reviews, and improves upon existing business processes for optimization and to meet standards of quality. Maintenance of ongoing corrective action items from events, per regulatory standards. Ongoing assessment of current and new processes for continual improvement/optimization. MENTORING & COACHING (Intermediate): The essence of training and mentoring on the job is the transfer of knowledge. Whereas training can be considered more formal and scheduled, mentoring is often in the form of guidance and "hands-on" experiences. The reporting relationship is unimportant since the purpose is to pass on information and experiences. These discussions normally center around a person's goal of learning job procedures, content, standards, analysis, and problem-solving. Allied health is among the fastest growing occupations in healthcare today. This area can be defined as credentialed professionals who perform supportive, diagnostic, and therapeutic health care services to promote health and prevent disease in a variety of settings. These areas are crucial to Vanderbilt Health’s reputation for excellence in these areas that has made us a major center for patient referrals from throughout the Mid-South. Each year, people throughout Tennessee and the southeast choose Vanderbilt Health for their health care because of our leadership in medical science and our dedication to treating patients with dignity and compassion. Core Accountabilities: Organizational Impact: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance. Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area. Team Interaction: Provides informal guidance and support to team members. Core Capabilities : Supporting Colleagues:- Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas.- Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.- Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services:- Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.- Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.- Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality: - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.- Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.- Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.- Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation:- Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.- Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.- Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements. Position Qualifications: Responsibilities: Certifications: Certified Healthcare Emergency Professional - International Board for Certification of Safety Managers, ICS-100 - FEMA - Emergency Management Institute, ICS-200 - FEMA - Emergency Management Institute, ICS-300 - FEMA - Emergency Management Institute, ICS-400 - FEMA - Emergency Management Institute, ICS-700 - FEMA - Emergency Management Institute, ICS-800 - FEMA - Emergency Management Institute, LIC-Emergency Medical Personnel - Licensure-Others Work Experience: Relevant Work Experience Experience Level : 5 years Education: Bachelor's (Required) Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled. PEOPLE ARE AT THE HEART OF ALL WE DO. Our vision: The world leader in advancing personalized health. Our mission: personalizing the patient experience through our caring spirit and distinctive capabilities. Making Health Care Personal. We’re looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt University Medical Center. At VUMC, we place a priority on designing with and for our patients and families. We value collaboration, embrace continuous learning and discovery, and seek to be a place where everyone has the chance to thrive. We’re the largest private employer in Middle Tennessee, with a growing team and expanding footprint in towns and communities across the region. We employ more than 28,000 people who work in inpatient and outpatient clinical care, research, and graduate medical education as well as critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fund-raising, groundskeeping and facilities, and many more. Our growing health system has more than 1,700 licensed hospital beds at: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Wilson County Hospital Vanderbilt Bedford Hospital Vanderbilt Tullahoma-Harton Hospital It’s also home to hundreds of outpatient clinic and surgical locations throughout the region. We serve our community with many unique and specialized services including the Level 1 Trauma Center, a highly experienced Transplant Center that does the most heart transplants in the world, a National Cancer Institute-designated Comprehensive Cancer Center, Lung Institute, Burn Center and many more. World-leading academic departments and centers make scientific discoveries, advance clinical care and train the next generation of health care professionals. Our robust research enterprise consistently ranks among the highest in the country as measured by peer-reviewed grant funding from the National Institutes of Health. We’re honored to be consistently considered among the nation’s best hospitals, including being nationally ranked in multiple medical specialties for treating the most complex conditions in adults and children by US News and World Report. Monroe Carell Jr. Children’s Hospital at Vanderbilt ranked as the No. 1 children’s hospital in the southeast in 2024. We support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at VUMC for professional growth, appreciation of benefits, and a sense of community and purpose. Join us in Making Health Care Personal.

Requirements

• Certified Healthcare Emergency Professional - International Board for Certification of Safety Managers
• ICS-100 - FEMA - Emergency Management Institute
• ICS-200 - FEMA - Emergency Management Institute
• ICS-300 - FEMA - Emergency Management Institute
• ICS-400 - FEMA - Emergency Management Institute
• ICS-700 - FEMA - Emergency Management Institute
• ICS-800 - FEMA - Emergency Management Institute
• LIC-Emergency Medical Personnel - Licensure-Others
• Relevant Work Experience Experience Level : 5 years
• Bachelor's (Required)

Nice To Haves

• Experience in project management, with the ability to prioritize and execute under tight timelines
• Exceptional communication skills, including regular interaction with executive leadership and facilitating high-level calls with senior stakeholders
• Proven ability to multitask effectively in dynamic, fast-paced environments
• Comfortable operating in high-stakes situations, demonstrating sound judgment, rapid decision-making, and composure under pressure
• Strong organizational skills, including the ability to independently manage a flexible calendar and adapt quickly to changing priorities
• Highly collaborative, team-oriented mindset
• Proactive and solution-focused, anticipating needs and addressing challenges before escalation

Responsibilities

• Develops program plans, goals, and objectives in collaboration with program, areas, and entity leadership.
• Provides professional and/or technical leadership in the execution of day-to-day program activities, as well as actively taking on-call responsibilities within the Emergency Operations team.
• Communicates within and across departments to maximize information sharing around progress, needs, interdependencies, and accomplishments.
• Participates in institutional task forces and other special committees related to the achievement of goals and objectives.
• Facilitating and managing discussions at an executive level based on events, simulated or real-world events, by collecting and tracking action items by event documentation and event debriefs.
• Organizing, developing, and administering training (i.e., Community exercises, tabletop drills) to faculty and staff.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees