Compliance, Quality and Risk Executive Assistant

Join a purpose-driven team at Caron Treatment Centers, where for nearly 70 years, we’ve been helping people find a path to recovery from addiction and rebuild their lives. We offer real careers with real opportunities for growth, comprehensive training, and a commitment to work-life balance. Our benefits include generous paid time off, company-paid life and disability insurance, professional growth and development, tuition reimbursement, a competitive 401(k) plan, and robust medical, dental, and vision plans. We’re proud to foster a diverse and inclusive environment, with a culture of teamwork, compassion, and dedication to our mission. Start a career that saves lives at a company that values yours!

Position will be full time, working Monday-Friday 8:30-5pm. Candidates can work a hybrid schedule, with a few days in office each week at our Wernersville Campus. 

DUTIES AND RESPONSIBILITIES:

• Arrange meetings, conferences, videoconferences, , coordinate travel, and assemble all relevant materials for Chief Governance Officer (“CGO”) and Compliance, Quality and Risk Management (CQR) managers.
• Assist CGO and CQR managers with the following:
  • Assist with tracking compliance or regulatory corrective action plans.
  • Assist with internal compliance audits and investigations when directed.
  • Develop and track compliance monitoring activities as directed.
• Create and maintain licensing/accreditation spreadsheets, binders and other required Coordinate collection and submission of all documents for all departments at Caron for licensing and accreditation surveys.
• Assist in the management and oversight of the Policy Management system including:
  • Coordination of the annual corporate-wide policy review and attestation process including tracking of all departments attestation submittal.
  • Ensuring all policies are formatted and numbered in the standardized format.
  • Ensuring all sections are completed on every policy including the sections within the policy header.
  • Ensuring retired policies are
  • Maintain Caron's Master Policy Index
  • Providing assistance to policy department owners and general users when requested.
  • Create initial redlines of compliance, quality, risk management, safety and contracts policies at direction of VP and managers in the department.
• Assist with coordinating Enterprise Risk Management activities and following up on action items.
• Coordinate insurance carrier and/or outside safety consultant site visits.
• Assist Risk Management with coordinating and collecting information for meetings with Caron’s insurance broker.
• Assist with the creation of Emergency Preparedness Program and Crisis Management Team forms and binders for all campuses and Caron locations.
• Track and maintain log of inspections of AEDs for all Caron Locations
• Complete annual insurance applications, forms or gathering of Obtain and maintain certificates of insurances.
• Prepare minutes/reports/packets for meetings as designated including:
  • Board of Trustees (quarterly)
  • ACRM Committee packet and minutes (quarterly)
  • Treatment Committee packet and minutes (quarterly)
  • Quality Improvement Committee Minutes (quarterly)
  • Safety Committee Minutes (monthly)
  • Internal Compliance Committee Meeting Minutes (quarterly or as needed)
  • Other meeting minutes relating to the Compliance, Quality and Risk Management Dept.
• Prepare expense reports and reconcile credit card statements for CQR managers. Process invoices related to Compliance, Quality and Risk through financial system.
• Enroll employees and maintain the mass texting system through mass texting software.
  • Complete and submit SAMHSA surveys and questionnaires on an annual.
• Maintain Compliance, Quality and Risk Departments’ SharePoint pages, updating the pages when needed.
• Maintain and coordinate the central file storage for all departments at Caron including entering new files into storage, tracking of destruction of files, requests for access and copies and of files.
• Complete special projects assigned by CGO or CQR Managers.
• This job description reflects management's assignment of essential functions; it does not prescribe or restrict other duties or tasks that may be required or assigned.

PHYSICAL REQUIREMENTS:

The physical and mental demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift up to 25 pounds
• Will need to sit, stand and type for extended periods of time

EDUCATION/ EXPERIENCE QUALIFICATIONS:

• High School Diploma or Equivalent required, bachelor's degree
• Minimum of five years' experience in an office environment as an administrative assistant required with minimum three years' experience in a healthcare setting preferred.
• Knowledge of compliance a plus
• If in recovery, one year of continuous sobriety preferred

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to operate autonomously and deal with extremely confidential information.
• Excellent written and oral communication skills.
• Must possess the ability to follow directions well and make independent sound decisions when necessary.
• Must possess strong typing (minimum of 50 wpm), Dictaphone skills, spelling and proofreading skills.
• Organizational skills, self-motivated,
• Able to handle multiple tasks at one time.
• Must possess excellent customer service skills and have a pleasant phone manner.
• Must be computer literate and have solid experience working with most Microsoft products such as Power Point, Excel, and Word.
• Demonstrate versatility and flexibility in a busy environment.