Response Planning Program Coordinator

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Office of Emergency Management (OEM) works to mitigate, plan, and prepare for emergencies; educate the public about preparedness; coordinate emergency response and recovery efforts; and develop tools and identify resources to support the overall preparedness of the City of Philadelphia.

Position Summary

OEM is uniquely charged to integrate emergency plans from various agencies and organizations, while also implementing its own distinctive efforts. OEM maintains a 24/7 operational capability for events with significant impacts to public safety, critical facilities or vulnerable populations, long durations, or high complexity. Operations may materialize in a field response, Emergency Operations Center (EOC) activation, or remote coordination. To effectively plan for and execute these activities, OEM is seeking a Response Planning Program Coordinator. This position will see that OEM specific actions identified in citywide emergency operations plans are well documented, trained, and exercised for the Office of Emergency Management – whether employed in the field or from the City’s EOC. Candidates should possess a strong desire to work in a team-oriented, fast paced, flexible, professional public safety environment, and a willingness to serve the public in the sixth largest city in the nation. The ideal candidate is self-motivated, inquisitive, adept at working with diverse groups in stressful situations, and has a proven track record of effectively leading under emergency circumstances.

To best prepare OEM and city partners to respond to any emergency or disaster, the candidate will work with many different entities from governmental and non-governmental organizations. The lines of effort will focus on five main areas:

1. Operational planning, training, and exercising for OEM-specific actions in a variety of emergency situations.
2. Administrative and planning functions supporting the response program.
3. Fostering day-to-day relationships with partners at the operational level.
4. Support to all response related office functions.
5. Participation in incident responses as an emergency responder.

Essential Functions

Under the direction of the Response Planning Program Manager, the Response Planning Program Coordinator is responsible for a range of activities including the following:

• Support the implementation of operational policies, particularly as they relate to field deployments, planned events, and all levels of EOC activation.
• Conduct response operations related training and exercises.
• Develop and maintain documentation, processes, and training on Incident Action Plan (IAP) products for OEM field response and EOC operations.
• Manage OEM specific operational functions within the Veoci Incident Management platform for use during field response and EOC operations.
• Ensure consistency and proper inclusion of OEM response actions across OEM projects and plans.
• Deliver field-level awareness program between public safety partners and OEM responders. Specifically, increase neighborhood level awareness of OEM responders and maintain field supervisor-level relationships with operational partners.
• Support operational programs as a force multiplier, specifically the RIC, Logistics, and Emergency Management Technology.
• Support the implementation of field response related corrective actions.
• Develop and maintain incident or function specific job-aids and documentation for EOC and field response operations.
• Support administrative functions of the response program, including: on-call scheduling and team assignments, documentation standards and records retention, and providing reports as requested.
• Support logistics needs of an effective OEM field response program, including but not limited to, identifying safety and operations equipment needs, designing deployment kits to support incident command post operations, and managing responder specific personal item needs.
• Maintain proficiency in agency equipment and technology systems for situational awareness, incident management and visualization, and alert & warning.
• Serve on an OEM on-call team responsible for responding to incidents on nights, weekends, holidays, and for extended hours as needed.
• Perform other work as required.

Competencies, Knowledge, Skills and Abilities

• Strong interpersonal, leadership, and negotiation skills.
• Strong oral and written communication skills.
• Strong critical thinking and problem-solving skills.
• Strong time management skills
• Experience in project and organizational management
• Sound judgement and ethical decision making.
• Professional conduct and accountability
• Ability to operate in chaotic or uncertain environments.
• Ability to maintain effective working relationships and develop partnerships.
• Ability to contribute and coordinate in a team environment.
• Ability to multitask effectively.
• Ability to interpret federal and state emergency management requirements and regulations.
• Proficiency with Microsoft Office software (Word, PowerPoint, Excel) and ability to use other web-based platforms for incident management, and mass communication as it relates to on-call responsibilities.

Education and Experience

• Completion of a bachelor’s degree from an accredited college preferred. • 2-3 years of experience working within an emergency management or other public safety organization is preferred
• Experience in supervision and project management.
• Familiarity with the City of Philadelphia is preferred.
• Experience working in outdoor environments for prolonged periods is preferred.
• Experience developing, training, and exercising tactical plans is preferred.
• Experience with the National Incident Management System is preferred.
• Experience with disaster and relief operations is preferred.
• Experience planning and executing large events or mobilizing resources is preferred.
• An equivalent combination of education and experience in a related field will be considered with approval by OEM and the Office of Human Resources.

Licenses, Registrations, and Certification

• Possession of a valid proper class motor vehicle operator’s license issued by the Commonwealth of Pennsylvania within six months of hire. Successful completion of FEMA Independent Study courses (IS 100.a, 200.a, 700.a, and 800.b) within the first month of appointment.
• Candidates will have access to secure public safety information. All selected applicants must undergo and successfully complete a background investigation as a condition of placement in this position.

Other requirements

• Work may entail nights, weekends, and holidays.
• OEM personnel are essential, and work during states of emergency or other city closures.
• OEM personnel are required to serve periodically in an on-call capacity which may require the following conditions of work: work outside of typical business hours or for extended periods of time; work during states of emergency; work in a field environment, in a 24/7 watch center, or during activations of Philadelphia’s Emergency Operations Center (EOC). Example on-call work environments include, but are not limited to, scenes with the following conditions: materials that are on fire; utilities that are compromised; compromised structures; scenes near hazardous materials storage that may be compromised; scenes in congregate living settings, or in or near crowds; scenes near downed vegetation or other debris; or scenes near flooding and water-damaged materials. All work is performed while donning a level of personal protective equipment that 1) is recommended by the incident safety officer and 2) for which OEM personnel have received training. Example on-call response tasks include, but are not limited to, the following: working at a computer or with a portable tablet; observing and documenting conditions remotely or in the field; staffing an incident command post; communicating with responders or survivors; operating vehicles up to your licensed class; staffing facilities for survivors; transporting materials; being near a site where a serious injury or loss of life has occurred; sitting, standing, walking, climbing, crawling, or lifting or carrying materials.
• During times of disaster, work assignments, schedules, and reporting structures may be altered to meet the incident objectives.
• Ability to physically perform the duties during and outside of normal business hours while in or outdoors

TO APPLY: Interested candidates must submit a cover letter, resume, and writing sample.

Salary: $68,671

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx