Quality Assurance Coordinator

Position Summary

The Compliance & Quality Assurance Coordinator advances the mission of Central Ohio Youth For Christ (COYFC), Gracehaven, Wellspring Counseling, and affiliated ministries by ensuring organizational compliance with all applicable federal, state, accreditation, contractual, and ministry standards.

This position provides leadership in compliance, contract administration, quality assurance, policy implementation, and regulatory oversight while supporting operational excellence across all ministries. The Compliance & Quality Assurance Manager develops and maintains systems that ensure organizational integrity, accountability, scalability, and continuous improvement.

Areas of Compliance

This position oversees compliance in the following areas:

• Contract Management and Execution
• Memorandums of Understanding (MOUs)
• Youth For Christ USA (YFC/USA)
• HIPAA (Health Insurance Portability and Accountability Act)
• CARF Accreditation
• QRTP (Qualified Residential Treatment Program)
• Medicaid
• Ohio Department of Behavioral Health (formerly OhioMHAS)
• Ohio Department of Job and Family Services (ODJFS)
• Grant Compliance
• ECFA, GuideStar, and other nonprofit accountability standards
  
  
  

Key Objectives

• Ensure all contracts and MOUs are reviewed for consistency with organizational policies, mission, goals, and operational capacity.
• Develop and maintain efficient systems for contract execution, renewal tracking, and organizational scalability.
• Maintain organized systems for the storage, security, and retrieval of compliance documents, contracts, and organizational records.
• Coordinate compliance efforts across all COYFC ministries to ensure adherence to federal, state, accreditation, grant, contractual, and ministry standards.
• Oversee HIPAA compliance, including records requests, subpoenas, Business Associate Agreements (BAAs), and annual organizational requirements.
• Partner with leadership and facilities personnel to ensure all organizational properties and operations remain compliant with applicable regulations.
• Promote a culture of accountability, integrity, excellence, and continuous quality improvement.
• Actively embrace and model the spiritual mission, values, and commitments of Central Ohio Youth For Christ.
  
  
  

Essential Responsibilities

Audit Preparation

• Coordinate organizational readiness for audits conducted by CARF, Medicaid, ODJFS, Ohio Department of Behavioral Health, Managed Care Organizations, and other regulatory agencies.
• Prepare documentation required for audits.
• Assist departments in maintaining ongoing audit readiness.
• Ensure all audit preparation is completed accurately, professionally, and on schedule.
  
  
  

Contract Administration

• Coordinate the review and execution of contracts with counties, governmental agencies, referral sources, vendors, and community partners.
• Ensure contracts align with organizational policies, legal requirements, and ministry objectives.
• Maintain centralized tracking systems for:
• Contracts
• MOUs
• Amendments
• Organizational contacts
• Renewal dates
• Compliance deadlines
• Train departments on contract management procedures.
• Ensure contract renewals and obligations are completed in a timely manner.
  
  

Compliance & Quality Assurance

Partner with organizational leadership, including Gracehaven, Wellspring Counseling, and COYFC management teams, to:

• Monitor compliance with federal, state, and local regulations.
• Ensure compliance with grant requirements and contractual obligations.
• Maintain compliance with:
• HIPAA
• CARF
• Medicaid
• QRTP
• ODJFS
• Ohio Department of Behavioral Health
• YFC/USA
• Ohio Counselor, Social Worker, and Marriage & Family Therapist Board
• ECFA
• GuideStar
• Oversee implementation and ongoing management of the Compliancy Group platform.
• Monitor required compliance testing, electronic signatures, training completion, and documentation.
• Generate compliance reports for leadership.
• Provide compliance education and training for staff.
• Facilitate Quarterly Quality Assurance and Continuous Quality Improvement (QA/QI) meetings.
• Recommend improvements to organizational policies and procedures.
  
  

Document Management

• Develop and maintain secure systems for storing compliance records and organizational documentation.
• Ensure contracts, amendments, correspondence, and compliance documentation are consistently organized.
• Maintain document retention practices that satisfy HIPAA and organizational requirements.
• Ensure records remain accessible for audits and operational needs.
  
  
  

HIPAA Compliance

• Serve as the organization's primary coordinator for HIPAA compliance activities.
• Complete annual HIPAA organizational assessments.
• Maintain Business Associate Agreements (BAAs) with vendors and contractors.
• Monitor annual HIPAA training completion for all staff.
• Coordinate responses to subpoenas, medical records requests, and legal requests for protected information.
• Ensure all disclosures comply with HIPAA regulations and organizational policy.
• Collaborate with legal counsel as needed.
  
  
  

Facilities Compliance

• Partner with Facilities leadership to ensure organizational properties remain compliant with regulatory requirements.
• Maintain compliance documentation for facility-related contracts.
• Participate on the Gracehaven Facilities and Safety Committee.
• Ensure new construction, renovations, and facility modifications meet all applicable regulatory standards.
  
  
  

Spiritual Responsibilities

Because Central Ohio Youth For Christ is a Christ-centered ministry, employees are expected to actively support and model the organization's Statement of Faith, mission, and Code of Conduct.

Responsibilities include:

• Participate in staff devotions, prayer meetings, and spiritual development opportunities.
• Pray regularly for staff, youth, ministry partners, and community stakeholders.
• Represent the Christian mission and values of COYFC with wisdom, humility, and integrity.
• Demonstrate biblical principles of stewardship, accountability, honesty, and servant leadership.
• Support the ministry's witness by promoting excellence, ethical conduct, and faithful compliance with governing authorities.
• Help ensure the faith-based mission of COYFC and its affiliated ministries is communicated clearly and respectfully to community partners and stakeholders.
  
  
  

Preferred Qualifications

• Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, Human Services, Nonprofit Management, or a related field (Master's degree preferred).
• Five or more years of progressively responsible experience in compliance, quality assurance, healthcare administration, nonprofit administration, or regulatory oversight.
• Working knowledge of HIPAA, CARF, Medicaid, QRTP, ODJFS, and Ohio behavioral health regulations.
• Experience managing contracts, compliance systems, audits, and accreditation processes.
• Excellent organizational, analytical, communication, and project management skills.
• High level of discretion when handling confidential information.
• Ability to work collaboratively across multiple ministries and departments.
• Strong commitment to the mission and ministry of Central Ohio Youth For Christ.
  
  
  

Core Competencies

• Integrity and Accountability
• Attention to Detail
• Organizational Leadership
• Contract Administration
• Compliance Management
• Continuous Quality Improvement
• Critical Thinking
• Relationship Building
• Project Management
• Confidentiality
• Problem Solving
• Effective Written and Verbal Communication
• Spiritual Maturity