Special Program Training Coordinator

Arizona Department of Administration • Phoenix, AZ

6d • Onsite

About The Position

The Department of Emergency & Military Affairs (DEMA), led by The Adjutant General, provides emergency management and military capabilities to the citizens of Arizona and the nation. The Emergency Management Division consists of three sections—operations, preparedness, and financial administration. Each section works collaboratively across the agency and with external partners to manage emergency responses and reduce the impacts of disasters. Additionally, DEMA is the headquarters for the Arizona National Guard, the primary combat reserve of the United States military. The Arizona Army and Air National Guard provide military forces and equipment to accomplish community, state, and federal missions. This role actively participates in promoting a continuous improvement workplace culture, through the use of teamwork, root cause problem solving, standard operating procedures, and review of performance metrics. It coordinates and delivers statewide emergency management training programs to enhance preparedness and response capabilities. The role collaborates with internal staff and local, state, and federal partners to assess training needs, support curriculum development, and ensure alignment with national standards and grant requirements. It also contributes to the development of the future emergency management workforce by supporting the agency’s internship program.

Requirements

• Understanding of emergency management principles, including organizational structures, operational procedures, and the roles of Emergency Operations Centers (EOCs).
• Understanding of the National Incident Management System (NIMS), Incident Command System (ICS), and related ICS forms.
• Knowledge of the guidelines and requirements for federal and state emergency management grant programs.
• Understanding of the structure and operational dynamics of state, county, and tribal emergency management agencies, including their unique needs and approaches to effective coordination and support.
• Knowledge of FEMA's National Training and Education Division and the National Preparedness Catalog.
• Knowledge of Learning Management and Registration Systems usage, including data entry, reporting capabilities, and system functionality.
• Collaborating with diverse internal and external stakeholders to support coordinated emergency management and training initiatives.
• Proficient in communication and facilitation within emergency management contexts, including delivering impactful presentations, leading multi-agency workgroups, and coordinating efforts across all jurisdictional levels.
• Advanced writing skills with the ability to produce clear, logical, and well-structured content, demonstrating strong command of formatting, grammar, and professional style.
• Technical use of computer systems and software applications, including proficiency with PDF tools, Google Workspace, Microsoft Office Suite, and Microsoft Teams for communication and collaboration.
• Managing virtual platforms, including the creation, coordination, and facilitation of events using Microsoft Teams, Google Meet, and Zoom.
• Organizing and managing multiple programs and events simultaneously, demonstrating the ability to meet tight deadlines while maintaining accuracy, efficiency, and attention to detail.
• Effectively collaborate with diverse stakeholders across federal, state, county, and tribal emergency management agencies to support coordinated preparedness and training efforts.
• Analyze and apply policies, procedures, and programmatic guidance related to emergency management training and education initiatives.
• Communicate clearly and professionally, both verbally and in writing, to convey complex information to varied audiences, including internal teams and external partners.
• Contribute effectively as a team member by fostering positive interpersonal relationships and facilitating open, constructive communication among team members to support collaboration and shared goals.
• Manage and utilize Learning Management Systems to track training participation, generate reports, and ensure accurate data entry and system integrity.
• Possession of and ability to retain a current, valid Arizona state-issued driver's license appropriate to the assignment.
• In State travel is required.
• Individuals are required to pass a criminal background investigation.
• Requires anytime (24/7) response and no-notice recall to the State or Alternate - Emergency Operations Center (SEOC) and/or Joint Field Office (JFO) during disaster or exercise activations.
• Trains for specific EOC positions and perform duties as assigned through internal agency policy.
• FEMA Certifications: ICS 100, ICS 200, IS 700, IS 800 must be included on resume.
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Nice To Haves

• Bachelor's Degree in Emergency Management
• Completion of FEMA's Professional Development Series (PDS)
• Completion of FEMA's Advanced Professional Series (APS)

Responsibilities

• Coordinates internal and statewide training events, manages course material, prerequisite verifications, enrollment approvals, classroom logistics and after-action review.
• Evaluates instructor applicants for curriculum alignment and processes student applications for residential programs.
• Reviews course evaluations, resolves issues, and provides guidance and technical expertise to support stakeholders in identifying and addressing training gaps.
• Reviews and processes documentation related to grant funding, to include county funding requests, and vendor invoicing.
• Participates in the vendor contracting process, including reviewing proposals and agreements.
• Collaborates with internal teams and external partners to ensure timely and accurate documentation flow, while maintaining compliance with funding and procurement guidelines.
• Engages in outreach with academic institutions and facilitates the placement of interns by coordinating efforts among academic partners, students, and internal staff.
• Ensures compliance with relevant policies, oversees intern recruitment and placement, and manages onboarding and offboarding processes.
• Maintains records of intern schedules, activities, and attendance; conducts regular check-ins; addresses issues; and provides guidance to supervisors.
• Facilitates Learning Management System (LMS) data cleanup, record reconciliation, and adherence to database protocols.
• Creates and maintains user accounts, assigns permissions, and manages event templates, automated communications, and custom reports.
• Provides system training, tracks and reports issues to the vendor, and supports resolution efforts.
• Participates in no-notice State Emergency Operations Center (SEOC) activations, supporting the Plans Section during activations, training, and exercises events.
• Opportunity to deploy locally or out of state under the Arizona Emergency Management Assistance Compact (AZ-EMAC) or the National Emergency Management Assistance Compact (EMAC) to assist with real-world incidents, providing critical support to affected regions.
• Attend state and national meetings, seminars, and conferences to stay informed about emerging trends, best practices, and training resources.
• Participates in training workgroups and councils, communicating state training needs to federal partners and exchanging ideas, lessons learned, and best practices with other state training offices.
• Develops and delivers presentations to internal and external stakeholders.
• Collect data to support the annual statewide NIMS survey.
• Completes training requirements, to maintain qualifications and ensure professional growth in emergency management.

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Paid Parental Leave program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level