Administrative Assistant – Scheduling & Quality Assurance (Behavioral Health)

Position Overview

We are seeking a highly organized and detail-oriented Administrative Assistant – Scheduling & Quality Assurance to support daily operations across our behavioral health residential programs.

This role plays a critical function in staff scheduling, compliance monitoring, and quality assurance, ensuring all services meet DDS, Title 17, and Title 22 regulatory standards while maintaining optimal staffing ratios and operational efficiency.

The ideal candidate is proactive, analytical, and experienced in behavioral health operations, EVV systems, and regulatory compliance.

Key Responsibilities

Scheduling & Staffing Operations

• Develop and maintain monthly mock schedules to support recruitment and staffing projections
• Manage day-to-day staff scheduling across assigned homes/programs
• Ensure continuous compliance with required staff-to-consumer ratios (Title 17 & Title 22)
• Coordinate overnight coverage and weekend rotations
• Monitor real-time staffing to maintain ratio compliance at all times
• Collaborate with Talent Acquisition to create and submit mock schedules for new requisitions

EVV & Ratio Management

• Oversee and maintain Electronic Visit Verification (EVV) scheduling accuracy
• Ensure schedules align with authorized service hours and Individual Program Plans (IPPs)
• Audit EVV data to confirm attendance, service delivery, and compliance
• Identify and correct discrepancies in timekeeping and service documentation

Overtime & Operational Oversight

• Monitor staffing trends to mitigate overtime risk
• Participate in overtime review meetings with Scheduling Manager/Leadership
• Recommend staffing adjustments and coverage strategies to reduce labor costs
• Maintain operational efficiency without compromising consumer care or compliance

PTO & Workforce Planning

• Manage and approve PTO requests at least 30 days in advance
• Ensure leave planning does not impact ratio compliance or service delivery
• Maintain coverage plans for planned and unplanned absences

Specialized & Behavioral Staffing Coordination

• Coordinate behavior-trained DSP assignments in collaboration with Clinical Leadership
• Ensure appropriate staffing for consumers with behavioral, medical, or specialized needs
• Develop and maintain crisis staffing and emergency coverage plans
• Coordinate staffing for community-based services and outings

Quality Assurance (QA) & Field Audits

• Conduct routine field visits and program audits across assigned homes
• Review compliance with:
  • Individual Program Plans (IPP)
  • Behavior Intervention Plans (BIP)
  • Staff training requirements
  • Health & safety protocols
• Submit audit findings, summaries, and corrective action recommendations
• Collaborate with leadership to ensure timely resolution of deficiencies

Compliance & Documentation (Title 17 & Title 22 – DDS)

• Maintain audit-ready scheduling and compliance documentation
• Ensure all operations align with:
  • California Title 17 (DDS regulations)
  • Title 22 licensing requirements
  • Regional Center service authorizations
• Monitor compliance with:
  • Staffing ratios and supervision levels
  • Required staff certifications and trainings
  • Incident reporting and documentation timelines
• Assist in internal audits, licensing reviews, and DDS/Regional Center visits
• Identify, document, and escalate compliance risks or operational gaps

Performance Expectations

• Maintain 100% compliance with staffing ratios
• Ensure accurate and audit-ready schedules and documentation
• Demonstrate strong operational judgment and proactive planning
• Minimize overtime exposure while maintaining service quality
• Ensure proper behavioral skill matching for all assigned consumers
• Act as a key contributor to regulatory compliance and program quality

Qualifications

Required

• 2 years of experience in:
  • Behavioral health, residential care, or social services
  • Scheduling, staffing coordination, or operations support
• Knowledge of:
  • Title 17 & Title 22 regulations
  • DDS and Regional Center requirements
• Experience with:
  • EVV systems and staff scheduling platforms
  • Compliance audits or quality assurance processes
• Strong organizational, analytical, and problem-solving skills
• Ability to manage multiple programs and priorities simultaneously

Preferred

• Experience in:
  • EBSH, SLS, or Adult Residential Programs
  • Behavioral health or high-acuity populations
• Familiarity with:
  • IPP, BIP, and Person-Centered Planning
• Prior experience collaborating with:
  • Clinical teams, HR, and Talent Acquisition

Key Competencies

• Attention to detail & compliance-driven mindset
• Strong communication and collaboration skills
• Critical thinking and decision-making ability
• Ability to work in a fast-paced, high-accountability environment
• Proactive and solutions-oriented approach

Why Join Us

• Opportunity to play a key role in program quality and compliance
• Collaborative leadership and mission-driven culture
• Growth opportunities within behavioral health operations

#CALI1 #cali1

Salary : $20 - $25