Quality Assurance Coordinator

Job Profile Summary

This role focuses on providing administrative and business support to the organization in order to achieve operational goals.  In addition, this role focuses on performing the following General Administration duties: Produces documents, collects, records, sorts and files information, handles mail, prepares routine reports, makes travel arrangements, arranges appointments, responds to inquiries, data entry, and operates office equipment.   An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education.  Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand.

Job Overview

The Quality Assurance Coordinator, under the supervision of the Senior Director of Quality, Risk Management and Patient Safety, supports the entire Quality, Risk Management, and Safety Program. This position works cooperatively with other department members and assists with programs, projects, departmental needs, data management, office management, policy management and other miscellaneous items and tasks.

Job Description

Minimum Qualifications:

1. Bachelor’s degree.

2. Two (2) years of related experience.

Preferred Qualifications:

1. Five (5) years of office and/or project management experience.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned.

1. Provides operational, technical and department assistance to the Quality, Risk Management, and Patient Safety staff.

2. Prepares departmental and committee binders, copies, collates and assembles materials as needed.

3. Provides support for department meetings through agenda development, distribution of invitations/notifications/

4. Produces and distributes meeting materials, recording & distribution of meeting roster and minutes as required.

5. Prepares and processes a variety of documents including: confidential correspondence and specialized documents related to the organization.

6. Maintains records of transactions prepared for mail, courier or fax of outgoing documents and correspondence.

7. Serves as Office Manager responsible for general upkeep of the shared department space, ordering supplies, printing services and office equipment.

8. Ensures office equipment is maintained under established buying guidelines.

9. Maintains files and archives appropriately.

10. Functions as primary point person and administrator for the policy management system.

11. Works with Policy Owners and Approval Groups to build and maintain site data and usability. 

12. Generates system reports as needed.

13. Communicates addition/revision of key policy uploads to organization.

14. Prepares and processes a variety of documents including, confidential correspondence and specialized documents related to the organizational unit developed from draft notes, brief instructions, corrected copy, or dictation.

15. Proofreads materials for accuracy, completeness, compliance with departmental policies, and formatting; including grammar, punctuation, and spelling.

16. Maintains records of transactions prepared for mail, courier or fax of outgoing documents and correspondence.

17. Keeps Senior Director informed regarding projects status and issues that may impact the hospital and/or department.

18. Assists Senior Director in the planning and management of strategic initiatives and projects within the organization and Department.

19. Organizes and monitors event timelines to ensure deadlines are met.

20. Tracks and reports progress, quality of work and contributions to key stakeholders.

21. Prepares project calendar, communication charts, and related documents as directed.

22. Assists with project related meeting facilitation, meeting minutes and action items as well as communicating project changes.

23. Accountable for collecting and storing all project artifacts and outcomes.

24. Ensures content is current, correct, and complete with appropriate role-based access and versioning controls.

25. Presents and assists in policy management system training as needed.

Physical Requirements:

1. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such as walking, standing, reaching, ascending/descending stairs, and operating office equipment.       

2. Frequently required to speak, hear, communicate, and exchange information.       

3. Ability to see and read computer displays, read fine print, and/or normal type size print and distinguish letters, numbers and symbols.       

4. Requires manual dexterity using fine hand manipulation to operate computer keyboard.  

Skills & Abilities:

1. Maintains current knowledge in areas of hospital information systems, Microsoft Office, data collection/analysis, and project and program management.