Administrative Assistant

Assists the Vice President of Quality Improvement and Compliance and Department Staff with daily office operations.

This position embraces diversity in all its forms and strives to create an inclusive, welcoming environment where every individual feels valued. They demonstrate cultural awareness and actively support a culture of equity and inclusion.

Primary duties and responsibilities include but not limited to:

• Provides support for the Agency survey process, including reviewing and distributing reports, tracking and follow-up on the receipt of Plans of Corrective Action, preparation and maintenance of survey data and distribution of periodic statistical reports.
• Provides support functions for the Regulatory Affairs Department including maintenance of calendars, maintenance of databases, preparing and distributing correspondence, processes all purchase orders, monitor supplies inventory, other tasks as assigned
• Maintains the Compliance Hotline, including taking initial reports and tracking follow-up investigations and activities as needed
• Completes assigned activities in support of Agency Corporate Compliance Plan, including reviewing exclusion databases, scheduling and attending Corporate Compliance Committee meetings, distribution of, and tracking receipt of annual Conflict of Interest disclosure forms
• Manage the Board Physical Plant Inspections Process
• Develops and maintains filing systems, including files archive inventory
• Schedules and attends meetings; prepares detailed minutes
• Provides administrative support to ensure efficient operation of office, acts as Program
• Personnel Coordinator for RA and QA, coordinates distribution of monthly reports
• Performs additional duties as requested by the Vice President of Quality Improvement and Compliance

Note: This job description is not intended to be an exhaustive list of all activities, duties, or responsibilities required of the employee. Responsibilities and tasks may evolve or change at the discretion of the organization.

The physical demands of this position require prolonged sitting while performing computer-based tasks such as data entry, report preparation, database maintenance, and correspondence processing. The role involves occasional standing, short-distance walking within the office, operating standard office equipment (copiers, printers, fax machines), and light lifting/carrying of items up to 10-15 pounds (e.g., files or supplies), along with frequent hand/finger dexterity for typing, filing, and handling documents.

• Minimum of three to five (3-5) years of administrative support / secretarial experience.
• High Sschool diploma or equivalent required.
• Demonstrated excellence in editing and proofreading
• Exceptional computer skills. Familiar with the Windows environment including Word, Excel and Power Point.
• Excellent communication, organizational and time management skills with the ability to multi-task.
• Working knowledge of office equipment, (i.e. copier, printers, fax machine)