Compliance & QA Assistant

Why This Role Matters

Quality support doesn't happen by accident. It depends on accurate records, deadlines that are met, and problems that are caught early and followed through. As our Compliance & QA Assistant, you'll be the organizer behind that work. You'll keep audits, licensing, policies, and tracking on schedule so our teams can focus on supporting Members with intellectual and developmental disabilities (I/DD).

Position Summary

The Compliance & QA Assistant supports the Director of Compliance and Quality Assurance with administrative, documentation, and quality tasks. The work covers inbox and calendar management, policy upkeep, documentation audits, compliance tracking, licensing and inspection support, fleet records, and workers' compensation paperwork.

Key Responsibilities

Administrative Support

• Manage the Director's Google Workspace inbox: sort, prioritize, and flag urgent items.
• Schedule meetings, trainings, and reviews on the Director's calendar.
• Draft routine correspondence for the Director's review and signature.
• Take meeting notes and track action items for compliance and QA meetings.
• Maintain organized compliance folders in Google Drive with correct access permissions.

Policies & SOPs

• Enter Director-approved edits into policy and SOP documents.
• Maintain version control, including revision dates, archived versions, and a change log.
• Distribute updated policies to staff and track acknowledgment signatures.
• Format documents to match the Avant template.
• Flag policies and SOPs due for annual review, and draft first-pass SOP updates for the Director's review.

Auditing, Quality Assurance & Reporting

• Run scheduled documentation audits in Kibu for missing notes, late entries, unsigned records, and notes that don't match the authorized service.
• Report audit findings to the Director with trends by program and location.
• Track corrective action deadlines and follow up with supervisors until items close.
• Prepare audit files and records for DMH, licensing, or accreditation reviews.
• Audit training and certification records for completeness.
• Pull compliance reports from Kibu and Google Drive on a set schedule, and prepare a monthly compliance summary.

Compliance Tracking

• Maintain a compliance calendar of recurring reviews, renewals, and deadlines.
• Track staff training and certification expiration dates.
• Track new-hire training completion during onboarding.

Medication Support (Administrative Only)

• Place medication refill orders with pharmacies per established procedure and the Director's direction.
• Track refill and delivery schedules, and flag delays or discrepancies to the Director.
• Maintain pharmacy communication logs and medication-related filing.

Incident Tracking (Support Only)

• Maintain incident report logs and deadline tracking. Investigation and all decisions stay with the Director.

Licensing, Operations, Fleet & Insurance

• Track business license renewal dates for all locations and submit renewals on time.
• Track state and county property tax deadlines, and prepare filings or payments for Director and finance review.
• Maintain a calendar of State Fire Marshal inspection dates and DMH Office of Licensure and Certification (OLC) deadlines for all locations.
• Manage correspondence with the State Fire Marshal and OLC, drafting responses for Director review. Nothing is sent without Director approval.
• Prepare documentation for Fire Marshal inspections and OLC surveys, and track required corrections to closure.
• Maintain vehicle fleet records (registrations, insurance cards, inspections, maintenance schedules, mileage logs), and coordinate repairs, replacements, driver eligibility checks, and vehicle incident documentation.
• Coordinate workers' compensation annual audits, collect and compare renewal quotes for leadership decision, and track incident reports and claims with the carrier.

Qualifications & Requirements

Required

• High school diploma or equivalent.
• 1–2 years of administrative experience, preferably in healthcare, human services, or disability services.
• Strong attention to detail and organization.
• Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
• Ability to handle confidential information with discretion.
• Clear written and verbal communication.
• Ability to pass required background checks and screenings.

Preferred

• Associate or bachelor's degree in healthcare administration, business, or a related field.
• Experience with electronic documentation systems (Kibu or similar).
• Experience building and maintaining trackers in Google Sheets.
• Familiarity with Missouri DMH waiver services or HIPAA requirements.
• Experience with auditing, quality assurance, or records review.

Confidentiality & Scope

• This role accesses protected health information (PHI). HIPAA training and a signed confidentiality agreement are required before system access.
• Access to Kibu, email, and medication records is limited to the minimum necessary for assigned duties.
• The assistant tracks and supports; the Director decides. This applies to audit findings, incidents, policy content, and anything clinical.
• Injury, hospitalization, medication errors, police involvement, abuse, neglect, or missing persons are escalated to the Director or on-call leadership immediately.
• Medication duties are administrative only. The assistant does not receive, transcribe, or interpret prescriber orders.

Why Avant?

• A supportive, collaborative environment where your contributions are valued.
• Real opportunities for professional growth.
• A behind-the-scenes role that directly protects the quality of support our Members receive.
• A deeply rewarding career with visible daily impact.

Ready to bring your organization and attention to detail to a mission that matters? Apply today, or visit our careers page:
https://www.avantsupportedliving.com/careers/current-job-openings/

Avant Supported Living is an Equal Opportunity Employer.

Pay: $45,000.00 - $53,000.00 per year

Application Question(s):

• Do you have a high school diploma or equivalent?
• How many years of administrative experience do you have?
• The pay range for this role is $45,000–$53,000/year. Does this range work for you?
• Briefly describe how you keep track of multiple deadlines so nothing slips.
• Are you able to work a full-time, hybrid schedule with in-person days at our Columbia / Wentzville, MO locations?

Work Location: Hybrid remote in Columbia, MO

Salary : $45,000 - $53,000