The Salvation Army National Headquarters
Emergency Disaster Services Program Specialist
The Salvation Army National Headquarters, Alexandria, Virginia, us, 22350
JOB SUMMARY
The Emergency Disaster Services (EDS) position assists the National EDS Director in all aspects of emergency disaster services. This position serves as a resource to the field, raises awareness related to disaster services and serves as an advocate for the EDS field necessities; produces quarterly reports; monitors and analyzes monthly/quarterly reports for trends and formulates recommendations to administration; completes application processes for national public and private funding opportunities; serves as a member of planning committees as deemed appropriate; deploys to Federal Emergency Management Agency (FEMA) National Response Coordination Center (NRCC) when activated as a The Salvation Army (TSA) liaison for Mass Care (ESF 6). May be deployed to a disaster site and travel to multiple conferences/meetings each year.
ESSENTIAL FUNCTIONS:
This job description should not be interpreted as all-inclusive. It intends to identify the essential functions and requirements of this position. Job-related responsibilities and tasks other than those stated in this job description are required. Provides day-to-day support, to include complex, technical, and often confidential administrative and clerical support work for a wide variety of functions per established standards and guidelines for the National EDS Director. Ensures that the office runs smoothly in the absence of the National EDS Director. Assumes the tasks of the National EDS Director/Deputy Director when the Director is out of office. Serves as a resource to the EDS field, including but not limited to research, best practices, trends, and resources. Provides coordination for national disaster training material and on-line learning. Works with territorial representatives to obtain input and complete final edits. Participates in meetings related to curriculum development and assists with pilot trainings as assigned to evaluating course content. On call to deploy to the Federal Emergency Management Agency (FEMA) National Response Coordination Center (NRCC) as The Salvation Army liaison for Mass Care, when activated. Coordinates territorial charitable shipping requests during all phases of a disaster. Facilitates and maintains relationships with national charitable shipping partners. Manages tracking of national charitable shipping funds. Coordinates charitable airline miles for disasters for territories including working with territorial point of contact. Manages donated goods received through various organizations and the logistical movement, when requested. Monitors and analyzes national EDS trends. Conducts analytical research for EDS decisions; identifies options and recommends courses of action for consideration; composes substantive correspondence and written material. Prepares briefing reports from the information obtained during the research. Researches, compiles, prepares, and processes the National VOAD Bi-weekly Operations Report, FEMA VAL conference calls, and donor reports and submits them to the National EDS Director. Serves as an approved spokesperson and prepares briefs to various outlets on EDS/matters. Sets up all assigned meetings, conference calls and webinars and ensures equipment is ready prior, sends calendar invitations to attendees and reminder notices one week prior to meetings. Notes will be taken during these meetings and prepares them in a timely manner for review by the EDS Director before distribution. Plan, organize, edit and write parts of the content of the EDS newsletter. Supports the coordination of the National Salvation Army Conferences with an EDS component. Prepares for the annual National Disaster Services Committee (DSC) meeting hosted by NHQ. Drafts, composes, prepares, types, proofreads, and/or edits a variety of paperwork including that of a confidential, complex and/or technical nature with limited supervision and direction such as correspondence, memos, proposals, agreements ,
reports, minutes, documents, agendas, schedules, etc.; ensures the accuracy, completeness, and timeliness of the same. Manages the EDS Outlook mailbox, monitors the EDS inbox daily and ensures mail is reviewed, sorted, forwarded to the appropriate staff in a timely manner, and files using an organized system so that emails can be retrieved when needed. Serves as secondary point of contact for national disaster organizations such as Convoy of Hope, Habitat for Humanity, and Southern Baptist Disaster Relief, etcetera. Represents TSA as a participant at various national coalitions, councils and working groups and maintains situational awareness surrounding response efforts across the country. Prepares and processes departmental invoices and grant reimbursement requests for payment in a timely manner and per policy; inputs all data into the computer to track the same to ensure prompt follow-up if there are discrepancies. Produces quarterly, interim, and final reports for various grants for approval by EDS Director and submits to funding organization. Assists EDS Director in managing grant reporting deadlines and grant budgets. Manages grant organization platforms (UPS and MACP). Assists in writing grant applications in coordination with EDS Director, Assistant NCRD Secretary, Corporate Relations Director, Territorial EDS Coordinators. OTHER RESPONSIBILITIES: Conducts and participates in discussions, lectures, seminars, conferences, and workshops as assigned. Performs other related projects and departmental work as assigned. MATERIALS AND EQUIPMENT USED: General Office Equipment Computer Laptop Printer/Scanner Cell phone iPad/iPhone Copier MINIMUM QUALIFICATIONS REQUIRED: EDUCATION AND EXPERIENCE: Bachelor’s degree from an accredited college or university in emergency disaster management or related field with Salvation Army disaster training management (preferred). and at least two years’ experience working on the front line in emergency disaster services and firsthand interagency collaboration; with two – three years’ experience working in the Public Policy, Communications or related fields, or any equivalent combination of training and experience which provides the knowledge, skills and abilities. LICENSES AND CERTIFICATIONS: A valid driver’s license Train the Trainer Certification (after employment) AEM or CEM preferred. KNOWLEDGE, SKILLS AND ABILITIES: Demonstrated knowledge of and skill in disaster procedures. Knowledge of the principles and practices of training and development. Ability to integrate and interpret data from various sources in a concise manner, and to plan, develop, schedule, monitor, evaluate, and prepare reports. Demonstrated ability to lead meetings. Ability to articulate The Salvation Army’s policies and programs and to be able to interpret accurately the organizations’ critical impact upon American life and values. Excellent communication skills, both verbal and written. Proficient in taking notes and compiling information into reports to be shared with internal and external partners. Knowledge of NGOs and disaster organizations including American Red Cross, Feeding America, United Way of America, Voluntary Organizations Active in Disasters, etc. Ability to work cooperatively when dealing with a diverse group of colleagues and partners with minimal conflict. Ability to plan and prioritize work among conflicting demands. Effective networking skills. Proficient in MS Office Modules, including Teams, and video meeting applications. MENTAL AND PHYSICAL ABILITIES: Willing to work up to 12-hour shifts during FEMA NRCC activations and field deployments as needed. Ability to meet travel requirements; may be short notice and long distances and multiple conferences each year. Ability to exert mental/visual effort required for sustained periods of concentration, working under the pressure of deadlines, and continual interruptions. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time. WORKING CONDITIONS Work is performed primarily in an office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, etc. Occasionally work may be performed at disaster sites with exposure to harmful chemicals, dangerous conditions, extreme temperatures, infectious diseases, etc. The Salvation Army reserves the right to revise the job description or require different or additional tasks be performed based on the organization’s need or when circumstances change. All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission. BENEFITS: 403(b) Dental insurance Health insurance Vision insurance Hearing Insurance Life insurance Paid time off Free lunch Free parking
This job description should not be interpreted as all-inclusive. It intends to identify the essential functions and requirements of this position. Job-related responsibilities and tasks other than those stated in this job description are required. Provides day-to-day support, to include complex, technical, and often confidential administrative and clerical support work for a wide variety of functions per established standards and guidelines for the National EDS Director. Ensures that the office runs smoothly in the absence of the National EDS Director. Assumes the tasks of the National EDS Director/Deputy Director when the Director is out of office. Serves as a resource to the EDS field, including but not limited to research, best practices, trends, and resources. Provides coordination for national disaster training material and on-line learning. Works with territorial representatives to obtain input and complete final edits. Participates in meetings related to curriculum development and assists with pilot trainings as assigned to evaluating course content. On call to deploy to the Federal Emergency Management Agency (FEMA) National Response Coordination Center (NRCC) as The Salvation Army liaison for Mass Care, when activated. Coordinates territorial charitable shipping requests during all phases of a disaster. Facilitates and maintains relationships with national charitable shipping partners. Manages tracking of national charitable shipping funds. Coordinates charitable airline miles for disasters for territories including working with territorial point of contact. Manages donated goods received through various organizations and the logistical movement, when requested. Monitors and analyzes national EDS trends. Conducts analytical research for EDS decisions; identifies options and recommends courses of action for consideration; composes substantive correspondence and written material. Prepares briefing reports from the information obtained during the research. Researches, compiles, prepares, and processes the National VOAD Bi-weekly Operations Report, FEMA VAL conference calls, and donor reports and submits them to the National EDS Director. Serves as an approved spokesperson and prepares briefs to various outlets on EDS/matters. Sets up all assigned meetings, conference calls and webinars and ensures equipment is ready prior, sends calendar invitations to attendees and reminder notices one week prior to meetings. Notes will be taken during these meetings and prepares them in a timely manner for review by the EDS Director before distribution. Plan, organize, edit and write parts of the content of the EDS newsletter. Supports the coordination of the National Salvation Army Conferences with an EDS component. Prepares for the annual National Disaster Services Committee (DSC) meeting hosted by NHQ. Drafts, composes, prepares, types, proofreads, and/or edits a variety of paperwork including that of a confidential, complex and/or technical nature with limited supervision and direction such as correspondence, memos, proposals, agreements ,
reports, minutes, documents, agendas, schedules, etc.; ensures the accuracy, completeness, and timeliness of the same. Manages the EDS Outlook mailbox, monitors the EDS inbox daily and ensures mail is reviewed, sorted, forwarded to the appropriate staff in a timely manner, and files using an organized system so that emails can be retrieved when needed. Serves as secondary point of contact for national disaster organizations such as Convoy of Hope, Habitat for Humanity, and Southern Baptist Disaster Relief, etcetera. Represents TSA as a participant at various national coalitions, councils and working groups and maintains situational awareness surrounding response efforts across the country. Prepares and processes departmental invoices and grant reimbursement requests for payment in a timely manner and per policy; inputs all data into the computer to track the same to ensure prompt follow-up if there are discrepancies. Produces quarterly, interim, and final reports for various grants for approval by EDS Director and submits to funding organization. Assists EDS Director in managing grant reporting deadlines and grant budgets. Manages grant organization platforms (UPS and MACP). Assists in writing grant applications in coordination with EDS Director, Assistant NCRD Secretary, Corporate Relations Director, Territorial EDS Coordinators. OTHER RESPONSIBILITIES: Conducts and participates in discussions, lectures, seminars, conferences, and workshops as assigned. Performs other related projects and departmental work as assigned. MATERIALS AND EQUIPMENT USED: General Office Equipment Computer Laptop Printer/Scanner Cell phone iPad/iPhone Copier MINIMUM QUALIFICATIONS REQUIRED: EDUCATION AND EXPERIENCE: Bachelor’s degree from an accredited college or university in emergency disaster management or related field with Salvation Army disaster training management (preferred). and at least two years’ experience working on the front line in emergency disaster services and firsthand interagency collaboration; with two – three years’ experience working in the Public Policy, Communications or related fields, or any equivalent combination of training and experience which provides the knowledge, skills and abilities. LICENSES AND CERTIFICATIONS: A valid driver’s license Train the Trainer Certification (after employment) AEM or CEM preferred. KNOWLEDGE, SKILLS AND ABILITIES: Demonstrated knowledge of and skill in disaster procedures. Knowledge of the principles and practices of training and development. Ability to integrate and interpret data from various sources in a concise manner, and to plan, develop, schedule, monitor, evaluate, and prepare reports. Demonstrated ability to lead meetings. Ability to articulate The Salvation Army’s policies and programs and to be able to interpret accurately the organizations’ critical impact upon American life and values. Excellent communication skills, both verbal and written. Proficient in taking notes and compiling information into reports to be shared with internal and external partners. Knowledge of NGOs and disaster organizations including American Red Cross, Feeding America, United Way of America, Voluntary Organizations Active in Disasters, etc. Ability to work cooperatively when dealing with a diverse group of colleagues and partners with minimal conflict. Ability to plan and prioritize work among conflicting demands. Effective networking skills. Proficient in MS Office Modules, including Teams, and video meeting applications. MENTAL AND PHYSICAL ABILITIES: Willing to work up to 12-hour shifts during FEMA NRCC activations and field deployments as needed. Ability to meet travel requirements; may be short notice and long distances and multiple conferences each year. Ability to exert mental/visual effort required for sustained periods of concentration, working under the pressure of deadlines, and continual interruptions. Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time. WORKING CONDITIONS Work is performed primarily in an office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, etc. Occasionally work may be performed at disaster sites with exposure to harmful chemicals, dangerous conditions, extreme temperatures, infectious diseases, etc. The Salvation Army reserves the right to revise the job description or require different or additional tasks be performed based on the organization’s need or when circumstances change. All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission. BENEFITS: 403(b) Dental insurance Health insurance Vision insurance Hearing Insurance Life insurance Paid time off Free lunch Free parking