REV 8/2007 / 1. Position Code
STDDADM1
State of Michigan
Civil Service CommissionCapitol Commons Center, P.O. Box 30002
Lansing, MI 48909
Federal privacy laws and/or state confidentiality requirements protect a portion of this information. /
POSITION DESCRIPTION
This form is to be completed by the person that occupies the position being described and reviewed by the supervisor and appointing authority to ensure its accuracy. It is important that each of the parties sign and date the form. If the position is vacant, the supervisor and appointing authority should complete the form.This form will serve as the official classification document of record for this position. Please take the time to complete this form as accurately as you can since the information in this form is used to determine the proper classification of the position. THE SUPERVISOR AND/OR APPOINTING AUTHORITY SHOULD COMPLETE THIS PAGE.
2. Employee’s Name (Last, First, M.I.)
Vacant / 8. Department/Agency
Department of Health and Human Services
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Bureau of EMS, Trauma and Preparedness
4. Civil Service Classification of Position
State Administrative Manager 1 / 10. Division
Division of Emergency Preparedness & Response
5. Working Title of Position (What the agency titles the position)
Healthcare Preparedness Section Manager / 11. Section
Healthcare Preparedness Section
6. Name and Classification of Direct Supervisor
Linda Scott, State Division Administrator 17 / 12. Unit
7. Name and Classification of Next Higher Level Supervisor
Jacqueline S. Scott, State Bureau Administrator 18 / 13. Work Location (City and Address)/Hours of Work
1001 Terminal Road, Lansing, MI
80 hours per pay period
14. General Summary of Function/Purpose of Position
This position manages a highly complex, federally funded work area with diverse organizational, regional and statewide activities focusing on medical emergency preparedness within the full healthcare system. It oversees the development of initiatives and systems that assure coordination within each of the 8 Regional Healthcare Coalitions working closely with the private healthcare sector. The ultimate goal is to meet a medical surge. This is accomplished in conjunction with local health departments, hospitals, emergency medical services, other healthcare organizations and emergency management. The development, complexity and operations of systems at the local, regional and state level continues to expand requiring a candidate with strong healthcare and project management background. In addition, this position serves an Incident Command leadership position within the Community Health Emergency Communications Center during trainings, drills, exercises and actual events requiring 24/7/365 availability.
For Civil Service Use Only
15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty.
List your duties in the order of importance, from most important to least important. The total percentage of all duties performed must equal 100 percent.
Duty 1
General Summary of Duty 1 60% of TimeProvides management and day to day oversight and coordination of Healthcare Preparedness Section including contractual staff promoting communication and cooperation in development of the regional and statewide systems for the medical and public health preparedness initiatives.
Individual tasks related to the duty.
· Selects and assigns staff, ensuring equal employment opportunity in hiring and promotion.
· Coordinates activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees.
· Provides oversight of the Department of Health and Human Services, Assistant Secretary for Preparedness and Response (ASPR) Hospital Preparedness Program. This includes an active role with contractual and external regional staff.
· Assures that the medical emergency preparedness and response resources remain in a state of readiness for deployment as needed. This includes oversight for the MI Transportable Emergency Surge Assistance (MITESA) Medical Unit and the Mass Fatality resources of the Disaster Portable Morgue Unit, MI Mortuary Operational Response Team (MIMORT) and Disaster Assistance Recovery Team (DART).
· Evaluate and verify employee performance through the review of completed work assignments and work techniques.
· Ensure proper labor relations and conditions of employment are maintained.
· Identifies staff development and training needs and ensures that training is obtained.
Duty 2
General Summary of Duty 2 10% of TimeDirect preparation of the required periodic local/state/federal reports on the cooperative agreement activities, while ensuring that reporting and accountability standards of the program are met.
Individual tasks related to the duty.
· Ensure financial and programmatic analysis of ongoing program operations and recommends modifications of policies and procedures to meet commitments more effectively.
· Ensures the system development, implementation and maintenance of program data collection to meet departmental reporting requirements as a participant in federal grants.
· Recommends criteria, standards, and guidelines to the DEPR Director to assess agency and departmental structures to determine compatibility with the objectives and priorities of the state and federal funding agencies.
· Maintain methods for program review, evaluation and cost analysis to ensure State (recipient), Regional and Local (sub-recipient) accountability as participants in federal grant activities.
· Ensures maintenance of records and the preparation and distribution of correspondence related to varied activities of the Program.
Duty 3
General Summary of Duty 3 10% of TimeOn behalf of the Division Director, consults with State, regional, local and federal government agencies, hospitals and other healthcare organizations to provide the interaction of systems and operations related activities over the spectrum of the medical and public health preparedness program.
Individual tasks related to the duty.
· Acts as a liaison with other agencies, organizations, and internal and external partners to ensure coordination and system development of regional and statewide program activities.
· Assist in the assessment of the operational and organizational implications of proposed changes in regional and statewide system policies and program decisions on the State, Bureau and the Department as they relate to local, regional, state, federal and international medical and public health response partners.
· Present outreach and program materials to orient the public and other audiences to the activities of the Program, the direct impact that these activities relates to the State’s mission to protect the citizens in the event of a public health emergency and to build community and public confidence and knowledge of these important initiatives.
· Serves as a member of the MDHHS Community Health Emergency Coordination Center (CHECC).
· Respond, if necessary, to a public health emergency, to provide state assistance, coordination, and direction to response partners in investigation and control efforts.
Duty 4
General Summary of Duty 4 10% of TimeDirects and participates in the designing and conducting of hospital/pre-hospital assessments and makes recommendations for system development and pilot studies to increase surge capacities regionally and statewide for mass casualty or mass fatality incidents.
Individual tasks related to the duty.
· Develop strategies to prepare health care professionals, departmental staff, volunteers, and other partners for possible medical and public health emergency response.
· Ensure coordination of applicable activities related to the development and implementation of the MDHHS Emergency Operation Plan and associated Annexes.
· Develop strategic systems to meet a medical surge incident such as those associated with pharmaceutical and resource caches to include MEDDRUN, alternate care sites, mobile field medical resources and mass fatality support.
· Assure that operations of the regional initiatives are coordinated in a manner that allows for interoperability statewide.
Duty 5
General Summary of Duty 5 10% of TimeCoordinate expansion and operation of the systems developed at the local, regional and state level to assure inclusion of vulnerable populations and those with special medical needs.
Individual tasks related to the duty.
· Ensure that internal and external staff priorities include the inclusion of functional needs, vulnerable and medically fragile populations throughout the State of MI.
· Participate and assist with the development of systems that will ensure the coordination of BETP cooperative agreements integrating the strengths and partnerships of the Division of EMS and Trauma.
· Ensure staff participants on local, regional, state and national level workgroups and committees specific to medical emergency preparedness.
· Direct and participate in local, regional, state and national level exercises.
Duty 6
General Summary of Duty 6 % of TimeIndividual tasks related to the duty.
·
16. Describe the types of decisions you make independently in your position and tell who and/or what is affected by those decisions. Use additional sheets, if necessary.
Evaluation of program objectives, hires staff, assign duties, and develop plans and reports.
17. Describe the types of decisions that require your supervisor’s review.
Decisions that affect the outcome of the grant funding and policies that impact outside of the Bureau. Questions on appropriate actions to be taken in some non-routine or emergency situation.
18. What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your position? Indicate the amount of time and intensity of each activity and condition. Refer to instructions on page 2.
This position may require traveling throughout the state and nation. Routine physical activities: standing, sitting, walking, reaching and bending. Occasional physical activities: stooping, lifting, and carrying. When the CHECC is in operation, this position may be asked to work portions of days 24/7/365 with extended hours and in a high productivity/stressful environment.
19. List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, on-going basis. (If more than 10, list only classification titles and the number of employees in each classification.)
NAME / CLASS TITLE / NAME / CLASS TITLE
Patti Lyons / Secretary E 10 / Shelley Norris-Chapman / Dept. Specialist
Allan Marshall / Departmental Analyst
20. My responsibility for the above-listed employees includes the following (check as many as apply):
Complete and sign service ratings. Assign work.
Provide formal written counseling. Approve work.
Approve leave requests. Review work.
Approve time and attendance. Provide guidance on work methods.
Orally reprimand. Train employees in the work.
21. I certify that the above answers are my own and are accurate and complete.
Signature Date
NOTE: Make a copy of this form for your records.
TO BE COMPLETED BY DIRECT SUPERVISOR
22. Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why?Yes
23. What are the essential duties of this position?
To provide confidential administrative support, subject matter expertise and coordination of ongoing duties and responsibilities, maintaining timely personnel liaison for the office and maintaining 24/7 availability in the event of a medical or public health emergency, drill/exercise or training resulting in a planned/unplanned CHECC activation.
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
The Office of Public Health Preparedness has transitioned to a Bureau with this position falling under the Director of the Division of Emergency Preparedness & Response. This section manager will keep all responsibilities and have the opportunity for closer collaboration with the Public Health Emergency Preparedness (PHEP) Section Manager under this newly formed Division. In addition, federal grant funds have decreased substantially making the leadership of this HPP Section Manager critical to ensure that federal cooperative agreement deliverables are met and resources are leveraged to maximize outcomes. Strong leadership must continue.
25. What is the function of the work area and how does this position fit into that function?
This position manages a highly complex, federally funded work area with diverse organizational, regional and statewide activities focusing on medical emergency preparedness within the full healthcare system. It oversees the development of initiatives and systems that assure coordination within each of the 8 Regional Healthcare Coalitions working closely with the private healthcare sector. The ultimate goal is to meet a medical surge. This is accomplished in conjunction with local health departments, hospitals, emergency medical services, other healthcare organizations and emergency management. The development, complexity and operations of systems at the local, regional and state level continues to expand requiring a candidate with strong healthcare and project management background. In addition, this position serves an Incident Command leadership position within the Community Health Emergency Communications Center during trainings, drills, exercises and actual events requiring 24/7/365 availability.
26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position?
EDUCATION:
Minimum of a bachelor’s degree preferably in a health related field.
EXPERIENCE:
Four years of professional experience, including two years equivalent to the experienced (P11) level or
one year equivalent to the advanced (12) level.
KNOWLEDGE, SKILLS, AND ABILITIES:
· Thorough knowledge of the principles of administrative grants management, including budgeting, office procedures and general reporting.
· Ability to communicate with others verbally and in writing and maintain favorable public relations.
· Ability to analyze and appraise facts and precedents in making administrative decisions.
· Ability to formulate policies and procedures based on information of a conceptual nature from varied and complex sources.
· Extensive knowledge of the medical healthcare system and factors that impact emergency preparedness and response.
· Extensive knowledge of training and supervisory techniques, labor relations, employee policies, affirmative action, equal employment opportunity.
· Extensive knowledge of state and federal laws and legislative processes related to the work.
· Extensive knowledge of federal, state, and local relationships that impact the operations of a department.
· Thorough knowledge of methods of planning, developing, and administering programs.
· Thorough knowledge of the principles and techniques of administrative management including organization, planning, staffing, training, budgeting, and reporting.
· Thorough knowledge of public relations techniques.
· Ability to instruct, direct, and evaluate employees.
· Thorough knowledge of staffing requirements as to type, number, and training necessary for the accomplishment of program goals.
· Ability to plan, direct, and coordinate program and administrative
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid Driver’s License
Current Healthcare Professional License preferred (currently licensed in MI)
NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position.
27. I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.
Supervisor’s Signature Date
TO BE FILLED OUT BY APPOINTING AUTHORITY
28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor.29. I certify that the entries on these pages are accurate and complete.
Appointing Authority’s Signature Date
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