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Program Specialist V
1 month ago
The Planning Coordinator serves as the primary point of contact for Disaster Behavioral Health Coordination (DBHC) planning, preparedness and mitigation services. The Planning Coordinator is responsible for the supporting the development, implementation, and training of disaster behavioral health emergency operations plans and procedures. This position will also be responsible for the coordination, tracking, and documentation of disaster behavioral health-related planning activities, grant development, and creation of innovative tools and training designed to enhance and improve DBHC’s planning and preparedness capacity and effectiveness. This position reports to the Assistant Director of Disaster Behavioral Health Coordination under minimal supervision, with considerable latitude for the use of initiative and independent judgment.
Planning Activities:
Performs highly complex, advanced (senior-level) consultative services and technical assistance work to help Local Mental Health/Local Behavioral Health Authorities (LMHA/LBHA) with preparedness and mitigation planning to ensure appropriate and adequate response to all hazards, to include natural and human caused disasters (e.g. mass shootings, pandemics). Work is heavily focused on coordinating, training, evaluating process and practices, facilitating community collaborations, assisting in the cultivation of community relationships, writing, soliciting feedback, and completing DBH planning assignments related to federal, state, regional, and/or local emergencies, incidents, disasters, or exercises. Works closely with Health and Human Services Commission (HHSC) systems agencies, divisions, departments, programs, LMHAs as well as other external stakeholders to coordinate DBH-related deployable team resources.
This position will serve as the subject matter expert in the development of tools, protocols, and training designed to facilitate the development of DBH focused emergency operations plans (EOP) that seek to improve stakeholder response capability and efficiency. Specific activities may include: assessing LMHA/LBHA gaps in DBH preparedness; planning, developing, and implementing education/training solutions to address gaps; developing training materials to educate and inform the practices of stakeholders about preparedness and mitigation; organizing, coordinating, and assisting or facilitating DBH related drills and exercises, emergency operations planning activities and preparedness classes; frequent interaction with external emergency management (e.g. county, state. and federal) entities; providing best practices to LMHA/LBHAs related to cultivating and maintaining local emergency management relationships (e.g. developing mutual aid agreements, being included in local emergency management planning); assisting the agency in performing and analyzing primary and alternate continuity of operations (COOP) activities and business impact analyses; evaluating and capturing lessons learned through the After Action Review (AAR) process at the conclusion of an operational activity or exercise then update and maintain documentation accordingly.
Serves as planning, preparedness and mitigation subject matter expert to personnel designated as the DBH point of contact within LMHA/LBHA, Texas Voluntary Organizations Active in Disaster, and other stakeholder groups. Maintains accurate contact lists, information and rosters, and facilitates scheduled conference calls.
Position may be required to deploy to communities affected by a disaster or critical incident and work non-traditional hours other than 8:00 – 5:00, including nights, weekends and holidays to fulfill agency and program goals and objectives.
Other Activities:
Grant Related: Assists with the development of grant applications. Assists with the preparation, collection, analysis, and distribution of DBH-related activities and data.
Disaster Related: Conduct AARs, Quicklooks or Hotwashes for a myriad of disaster processes; assess and report on COOP for disaster affected areas; ensure attendance at all Texas Department of Emergency Management (TDEM) and VOAD calls or meetings; compile and report on TDEM disaster registrations; and assist with the needs assessment process.
Other duties include assisting the Response Coordinator, copy editing documents, participating and/or serving in a supporting role to meet the agency’s obligations during DBH response, and recovery. Duties may be performed outside individual’s assigned workstation and outside of normal working hours, including weekends and holidays, under stressful conditions and adverse weather conditions to support disaster response and recovery activities.
This position may be required to deploy to communities impacted by disasters or criminal incidents with little notice.
Essential Job Functions:
• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
• Conduct needs assessment of LMHA/LBHA disaster behavioral health Emergency Operations Plans (EOP) to include preparedness and mitigation annexes; makes recommendations to revise, update, and improve these plans to effectively handle disasters or major emergencies; assists in the development of new plans as needed; ensures that LMHA/LBHAs have the tools and education to keep the plans current, that they adequately address specific emergencies or disasters and they conform to federal and state requirements. (25%)
• Develops, coordinates and facilitates the disaster behavioral health preparedness training program; provides training to facilitate the development of individualized drills and exercise program; attend exercises and make recommendations to improve operations and/or response; advises LMHA/LBHAs on their EOP and helps to coordinate evidenced based activities; In coordination with the Communications Specialist, develops toolkits, marketing and outreach products as well as public awareness resources; Assist the agency in performing and analyzing primary and alternate continuity of operations (COOP) activities and business impact analyses; Evaluate and capture lessons learned through the AAR process at the conclusion of an operational activity or exercise; Update and maintain documentation accordingly. (25%)
• Plans, develops, maintains policies and standard operating procedures related the DBH preparedness and mitigation program; measures program effectiveness and recommends and implements practice enhancements and process improvements. (25%)
• Assists Response Coordinator when needed; Assists with the development and implementation of grants following federally-declared disasters and/or criminal mass violence event; Assists in securing capacity building financial assistance through grant funding; Assists with grant proposal activities; Assists in the preparation and submission of program funding documentation; Creates and maintains a tracking database of the DBH Planning Program to include trainings, evaluations and other activities. Research best practices in DBH planning, preparedness and mitigation; Drafts reports and other documentation required by agencies at local, state, and federal levels. (15%)
• Deploys as a member of the HHSC BHS incident response team to a designated facility, disaster site, or federal, state, or local Emergency Operations Center or provider facility. This position must have the ability to travel 40% or as needed, with little to no notice, to accomplish program and agency mission and other duties as assigned. (10%) Knowledge Skills Abilities:
• Knowledge of federal and state disaster behavioral health planning, response and recovery programs and services.
• Knowledge of preparedness, planning, and mitigation as it relates to the disaster life cycle.
• Knowledge of continuity of operations planning (COOP).
• Knowledge of Trauma Informed Care and/or DBH early psychological interventions; including but not limited to Psychological First Aid, and critical incident stress management modalities.
• Knowledge of adult learning protocols and experience delivering training to adult audiences.
• Knowledge of the National Incident Management System and the Incident Command System.
• Knowledge of the Federal Emergency Management Agency, the Substance Abuse and Mental Health Services Administration, Texas Division of Emergency Management, and Victims of Crime Act as it relates to DBH planning, response, and recovery.
• Knowledge of the Substance Abuse and Mental Health Services Administration Crisis Counseling and Training Assistance Program, and/or the Office for Victims of Crime’s mass violence recovery modalities.
Skills:
• Skill in training adult learners.
• Skills with Microsoft software, including Word, Excel, PowerPoint, and Access.
• Skill with SharePoint and Visio preferred.
• Skill in conducting AARs, COOP information gathering session and business impact analysis
• Skill in gathering, assembling, correlating, and analyzing data from multiple sources for inclusion in reports and/or grant applications.
• Skill developing and writing business processes, policies, and procedures.
• Skill developing contract statements of work and monitoring compliance with contract deliverables.
• Skills in developing, preparing, reviewing and delivering presentations, trainings, briefings, and reports to diverse audiences on DBH, disaster response and immediate recovery-related issues, programs, projects, and/or grants and associated correspondence.
Abilities:
• Ability to work long hours, including weekends and holidays under stressful and tight deadlines in support of DBH response and recovery operations/activities.
• Ability to accurately perform duties under stressful conditions with strict deadlines and competing priorities.
• Ability to organize and coordinate work within scheduling constraints, competing priorities and handle emergent requirements in a timely manner.
• Ability to communicate effectively with diverse audiences both orally and in writing.
• Ability to develop and deliver trainings, briefings, and presentations to diverse audiences using Microsoft software including PowerPoint and Excel or similar programs.
• Ability to use initiative to develop solutions to barriers or problems.
• Ability to make independent and sound technical judgments and to analyze new situations when encountered.
• Ability to create and maintain accurate records on multiple programs, projects, and grant documents.
