EMERGENCY PREPAREDNESS COORDINATOR / GRANT WRITER

Position Title: Emergency Preparedness Coordinator / Grant Writer (0.5 / 0.5 FTE)
Department: Plant / Administration (cross-functional)
Reports To: Facilities Manager (Emergency Preparedness) / Chief Financial Officer or Designee (Grant Writing)

Position Summary

This dual-role position is responsible for (1) coordinating and maintaining a compliant and effective emergency preparedness program and (2) leading grant development, submission, and management activities to secure external funding aligned with organizational strategic priorities. The role ensures regulatory compliance, operational readiness, and proactive pursuit of funding opportunities to support capital, operational, and strategic initiatives.

FTE Allocation

• 0.5 FTE: Emergency Preparedness Coordinator
• 0.5 FTE: Grant Writer / Grants Program Manager

Primary Responsibilities

A. Emergency Preparedness (50%)

Program Management & Compliance

• Maintain compliance with CMS, DNV, DHS, FEMA, EPA, and NFPA emergency preparedness requirements
• Conduct and document:
  • Annual Hazard Vulnerability Assessment (HVA)
  • Security Vulnerability Assessment (SVA)
  • 96-hour sustainability assessment
• Develop, update, and maintain the Emergency Operations Plan (EOP)
• Establish and maintain systems to collect, track, and report regulatory-required data, including hazardous materials inventory, disaster supply inventories, and departmental hazard surveillance
• Ensure alignment of emergency preparedness policies and procedures with federal, state, and accrediting body requirements

Training, Exercises, and Readiness

• Develop and execute an annual training and exercise plan, including Hospital Incident Command System (HICS)
• Ensure all required internal and external drills meet regulatory and accrediting body standards
• Coordinate and document participation in community, regional, and statewide emergency preparedness exercises
• Prepare and maintain After Action Reports (AARs) and ensure corrective actions are implemented and tracked to completion
• Assess organizational training needs and coordinate education programs to ensure staff competency in emergency response procedures
• Ensure staff are trained on emergency alert and notification systems and activation protocols

Incident Command & Response

• Serve in a leadership role during emergency activations
• Coordinate Hospital Command Center activation and response protocols
• Provide real-time operational and technical support to leadership during emergency events
• Ensure systems, processes, and staffing plans support a continuous 24/7 emergency response capability
• Maintain knowledge of and ensure readiness of organizational alert and notification systems

Coordination & External Partnerships

• Maintain active engagement with regional healthcare coalition and community response partners
• Collaborate with EMS, public health, law enforcement, fire agencies, and other external stakeholders
• Represent Valor Health in regional preparedness committees and initiatives
• Maintain current contact lists and communication pathways for all internal and external emergency response partners

Operational Oversight

• Manage emergency preparedness budget and associated resources
• Maintain readiness of disaster supplies, including inventory management and rotation processes
• Coordinate routine testing, maintenance, and operational readiness of all emergency preparedness equipment
• Provide project management support for emergency preparedness committees, initiatives, and corrective action plans

B. Grant Writing & External Funding (50%)

Grant Strategy & Pipeline Development

• Develop and maintain a grant pipeline aligned with Valor Health strategic priorities
• Identify opportunities across federal, state, local, and private funding sources
• Collaborate with executive leadership to prioritize funding opportunities

Grant Identification & Evaluation

• Evaluate grant opportunities based on strategic alignment, financial impact, and operational feasibility
• Present recommendations with expected return on investment and resource requirements

Grant Writing & Submission

• Lead end-to-end grant development including narrative writing, budget coordination, and supporting documentation
• Coordinate with Finance and department leaders to ensure accuracy and alignment
• Ensure timely and compliant submission of all applications

Grant Management & Compliance

• Track awarded grants and ensure compliance with all reporting requirements
• Coordinate submission of required financial and programmatic reports
• Ensure adherence to grant terms and conditions

Cross-Functional Collaboration

• Partner with department leaders to translate operational needs into fundable projects
• Support capital planning and strategic initiatives through external funding opportunities

Performance Tracking & Reporting

• Maintain a centralized grant tracking system including pipeline status, submissions, awards, and deadlines
• Provide regular updates to executive leadership on funding performance and outcomes

Required Qualifications

Education

• High school diploma or equivalent required
• Equivalent combination of education and relevant experience may be considered in lieu of a degree

Experience

• Experience in emergency preparedness, healthcare operations, safety, or regulatory compliance
• Experience coordinating programs, projects, or organizational initiatives

Skills

• Strong organizational and project management skills
• Ability to communicate effectively both verbally and in writing
• Ability to interpret and apply regulatory requirements
• Basic financial literacy, including understanding of budgets and resource planning

Certifications

• Completion of Incident Command System (ICS) 100, 200, 700, and 800 within one (1) year of hire

Preferred Qualifications

Education

• Bachelor’s degree in Healthcare Administration, Public Administration, Emergency Management, Business, or related field

Experience

• Experience in healthcare emergency preparedness programs
• Experience with grant writing, grant management, or fundraising
• Experience working with federal, state, or private grant funding sources

Skills

• Strong analytical and strategic thinking skills
• Ability to develop clear, compelling grant narratives and technical documents
• Advanced financial literacy, including budget development and ROI analysis
• Experience working cross-functionally with executive leadership and external partners

Certifications

• Certified Emergency Manager (CEM) or similar certification

Working Conditions: General healthcare environment
Physical Requirements: Standing, walking, bending, stooping, sitting, hand-eye coordination, and speaking