ADMINISTRATIVE ASSISTANT

Position Summary:
Under the general supervision of the Director of Quality Management/Compliance Officer, the Quality Management Administrative Assistant (QM AA) supports the strategic objectives of the Quality Management Department by providing high-level administrative, operational, and project support. This role is responsible for coordinating departmental activities, maintaining accurate records, facilitating communication, and ensuring timely execution of quality initiatives. The QM AA plays a key role in promoting a culture of safety, compliance, and continuous improvement across the organization.

The QM AA assists in the preparation and coordination of regulatory surveys and accreditation activities, including those conducted by The Joint Commission (TJC), Centers for Medicare & Medicaid Services (CMS), and other accrediting bodies. This includes organizing documentation, tracking deadlines, and supporting evidence of standards compliance (ESC) submissions.

Additionally, the QM AA monitors departmental budgets, tracks expenditures, and manages inventory of supplies and educational materials to ensure operational efficiency. The role requires a high level of discretion and professionalism, maintaining strict confidentiality of all privileged and sensitive information.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:
•    Provide comprehensive administrative support to the Director of Quality Management/Compliance Officer and the Quality Management team.
•    Assist in achieving organizational accreditation goals by supporting preparation for regulatory surveys (e.g., The Joint Commission, CMS, OSHA, AAAHC), including organizing documentation, tracking deadlines, and compiling evidence of standards compliance (ESC).
•    Monitor and maintain the Quality Management department’s budget, including tracking expenditures, processing purchase orders, and reconciling invoices.
•    Maintain inventory of office and training supplies; initiate requisitions, track deliveries, and ensure timely restocking.
•    Manage timekeeping for Quality Management staff; provide backup timekeeper support for other departments as needed.
•    Coordinate and track travel requests, arrangements, and reimbursements for Quality Management staff in compliance with hospital policies.
•    Screen and route incoming phone calls and emails; respond to inquiries or direct them to appropriate personnel.
•    Draft, edit, and format departmental correspondence, reports, presentations, and meeting materials using Microsoft Office applications.
•    Prepare agendas, take accurate meeting minutes, and distribute meeting packets for Quality Council, Policy Management, KPI Review, Environment of Care, Infection Control, and other Quality-related committees.
•    Schedule and coordinate meetings, trainings, and conferences, including room reservations, AV setup, attendee invitations, and preparation of materials.
•    Maintain calendars for the Director of Quality Management/Compliance Officer, proactively resolving scheduling conflicts and prioritizing engagements.
•    Support policy management processes by assisting with formatting, tracking review dates, and uploading approved policies to HealthStream or designated platforms.
•    Assist with data collection, survey distribution, and reporting for QAPI, incident tracking, and performance improvement initiatives.
•    Maintain organized filing systems (electronic and physical) for departmental records, regulatory documentation, and confidential materials.
•    Serve as a liaison between the Quality Department and other hospital departments to facilitate communication and collaboration.
•    Respond to staff requests and inquiries promptly; escalate or resolve issues independently when appropriate.
•    Participate in mandatory in-services, training, and continuing education as required.
•    Provide backup support to other administrative staff within the department or organization as needed.
•    Demonstrate punctuality and