Senior Program Manager, Emergency Preparedness and Site Safety

Site: Mass General Brigham Incorporated

 

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

 

 

Job Summary

Reports to the Director of Emergency Preparedness and Continuity and the entity-based Senior Leadership, with oversight and support from the MGB Chief Preparedness and Continuity Officer, MGB Vice President of Emergency Preparedness and Continuity, and other key entity and system leaders. Serves as the local senior representative of the system-level Emergency Preparedness team managing the planning, coordination, maintenance, and updating of the CDH Emergency Preparedness and Continuity Program at CDH. Coordinates program resources to ensure the Emergency Operations and Continuity Plans and associated policies and procedures are updated annually. Leads the hospital’s annual Hazard Vulnerability Analysis (HVA). Leads the hospital's disaster training and exercise program, creating an annual training and exercise plan that is appropriate for the results of the annual HVA.

Leads hospital emergency response activities (including Hospital Incident Command System activations) for response to events that threaten hospital operations. Ensures maintenance and testing of the Employee Alert System for the entity. Leads internal and external committees, working groups, and agencies regarding Emergency Preparedness and Continuity. Investigates, researches, and makes recommendations regarding best practices with respect to Emergency Preparedness and Continuity. Responsible for ensuring that all Joint Commission and Center for Medicare and Medicaid Services standards for Emergency Preparedness are known and being met. Responsible for ensuring entity departments and programs effectively ensure the safety and well-being of patients, staff, and visitors by preventing accidents, promoting a safe work environment, and ensuring compliance with applicable safety regulations.

We are a flexible and dynamic program with the need for a self-starting individual that can independently manage any of the number of preparedness or response efforts identified by departmental leadership. Don’t check off every box in the requirements listed? Please apply anyway! As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. The Senior Program Manager will be a vital contributor to our inspiring, bold mission.

Program Management
• Serves as a leader managing all aspects of a variety of Emergency Preparedness projects, assuming leadership responsibility for all aspects of multiple projects simultaneously.  Manages and oversees the implementation and on-going education of the Hospital Incident Command System (HICS) throughout the organization.  Leads committees responsible for identifying/developing specific needs associated with various emergency scenarios for external events (ex: trauma, bio-terrorism, cyber-attack, chemical, nuclear) and internal events (ex: IT downtimes, fire, weather, damaged utilities, etc.). 
•Leads Emergency Preparedness committee and sub-committee meetings.  With Director and other personnel, leads development of strategic vision for Emergency Management program.  Develops project plans and timelines for accomplishing outstanding tasks.  Identifies inconsistencies among plans and addresses as necessary.  Identifies systems and operational problems and proposes solutions.  Works to build consensus when departmental response plans diverge.
•Oversees and participates in processes to ensure all departments have current information regarding Joint Commission and Center for Medicare and Medicaid Services Emergency Management standards and that the entity maintains compliance. 
•Investigates and researches best practices with respect to Emergency Preparedness.  Attends seminars; benchmarks with other institutions; and obtains resource material for review.
•Implements, monitors and oversees annual program management framework to ensure critical tasks are completed on time.  Includes execution of an annual Hazard Vulnerability Analysis, ongoing training and exercise program, annual and ad hoc Emergency Operations Plan updates and other tasks.
•Cultivates relationships with clinical and non-clinical stakeholders to ensure active involvement in EP and Continuity programs.
•Plays a leadership role supporting the entity Hospital Incident Command System groups when activated as emergency manager and subject matter expert.  Monitors available sources of data such as WebEOC and communications from city, regional, state, and national public health and emergency management authorities.  Coordinates production of Incident Action Plans during response.  Supports recovery efforts following Emergency Operations Plan activations.
•Manages hazardous materials and biothreats response programs and teams if applicable.
•Works with MGB EP staff and other MGB institutions on joint projects benefiting the entity program and MGB. 
•Develops an Annual Report on the Emergency Preparedness Program.  Presents the annual report and program critiques to hospital committees as necessary.
•Identifies grant opportunities where applicable and manages the grant submission process including both qualitative and quantitative components. 


Plans
• Oversees the development and maintenance of the entity Emergency Operations and Continuity Plan. Ensures that an updated version of the plan is available at least annually, and that the plan meets Joint Commission and Center for Medicare and Medicaid Services standards. 
• Leads the collection, review, and updating of all departmental plans prior to publication, and ensures that the plans are cohesive and comprehensive.
• Ensures that accepted recommendations from incident and exercise critiques and/or ad hoc task forces are included in updated versions of plans and documents.  Recommends revisions as necessary. 
• Develops specialized plans on an as needed basis.

Call Lists
• Oversees the process to ensure all Emergency Preparedness Call Lists are up to date and functional. Includes overseeing process to ensure:
-Regular reviews and verification of hospital call lists are conducted, and updates are published. 
-Reminders are sent to update departments’ internal call lists. 
-Employee Alert System (EAS) is tested regularly and maintained. 

Drills/Training
•Plays a leadership role in development of annual disaster Training and Exercise Plan and provides input to ensure multidisciplinary feedback is incorporated into annual update. 
•In coordination with other staff, oversees, designs and executes a minimum of 2 Emergency Preparedness drills per year. Convenes and facilitates a multidisciplinary planning group for each exercise and assists in the selection of a scenario and in the design of exercise logistics. Plans and executes “no notice” drills for key departments as a tool to ensure enhanced readiness.
•Writes and submits after-action reports in a timely manner.  Convenes an interdepartmental critique of each drill/exercise and records recommendations and lessons learned.  Creates and manages project work plans to mitigate and address issues identified in after-action reports with appropriate follow-through to project completion.
•Participates in hospital-wide training efforts directed at improving knowledge base on emergency planning and response principals.  Manages the planning and facilitation of the annual National Emergency Preparedness Month educational events and other similar events.


Personnel Management
•May participate in management of Program Coordinators and Program Managers. Assists in management of program interns as needed.

Financial Management
•Responsible for ensuring coordination and development of all capital and significant operational requests to support EP.  Submits requests through senior leadership for approval as necessary. 
•Ensures that EP equipment and supplies are available and in good working order.  Manages process to document location and condition of all preparedness equipment and ensures comprehensive inventory list is updated annually. 
•Identifies, prepares application for, and manages federal and state grants and other funding opportunities specific to EP.

Outside Liaison

•May serve as the entity Emergency Preparedness representative for external groups and committees. 
•Represents the entity and identifies opportunities to play a leadership role in local and regional planning activities. 
•Attends EP meetings with external agencies and other work groups (i.e. Conference of Boston Teaching Hospitals, Massachusetts Department of Public Health, Hospital Preparedness Program Healthcare Coalition, and MGB).  Reports outcomes, decisions and recommendations to senior entity leadership.


Entity Safety Officer
•Develops, implements, and updates safety policies, procedures, and programs to ensure compliance with local, state, and federal safety regulations.
•Conducts regular safety inspections of the workplace to identify potential hazards, unsafe practices, and noncompliance with safety standards.
•Investigates accidents, incidents, near-misses, and safety-related incidents to determine root c