Administrative and Quality Assurance Manager

Location: Pittsburgh, PA

Job Type: Full-Time (40.00 hours per week)

Salary: Competitive; commensurate with experience

Department: Human Services Administration Organization (HSAO)

About Us

At Human Services Administration Organization (HSAO), we are dedicated to providing comprehensive service coordination to individuals and families across Allegheny County. Our mission spans behavioral health, drug and alcohol services, justice-related programs, and community support. We believe in fostering recovery, resilience, and full inclusion in the community through collaborative, person-centered care.

Position Overview

The Administrative and Quality Assurance Manager is responsible for overseeing administrative operations, regulatory compliance, and quality assurance processes across the organization. This role ensures accurate record management, supports audit readiness, maintains credentialing requirements, and manages key systems and staff to promote operational efficiency and compliance with applicable standards. This position reports directly to the Executive Director.

Key Responsibilities

• Records Management & Compliance
• Coordinate and fulfill individual client record requests in accordance with organizational policies and regulatory requirements.
• Maintain accurate, secure, and up-to-date records to ensure compliance with confidentiality and HIPPA standards.
• Audit & Quality Assurance Support
• Facilitate and prepare documentation for Fraud, Waste, and Abuse (FWA) audits and Program Quality audits.
• Ensure timely and accurate submission of required materials to auditors and regulatory bodies.
• Support ongoing quality assurance initiatives and continuous improvement efforts.
• Develop, implement, and monitor quality assurance (QA) programs and initiatives.
• Ensure compliance with federal, state, and local regulations, as well as funding requirements.
• Conduct regular audits of case files, documentation, and service delivery.
• Prepare reports for leadership, funders, and regulatory agencies.
• Support accreditation and licensing processes as applicable.
• Collaborate with program managers to enhance service quality and client outcomes.
• Credentialing & Regulatory Reporting
• Complete and submit managed care credentialing reassessments within required timeframes.
• Monitor credentialing requirements and maintain compliance with payer and regulatory standards.
• Electronic Health Record (EHR) & Systems Administration
• Serve as System Administrator for the HRIS/EHR system, including:
• Managing user access and permissions
• Maintaining system navigation structures
• Providing network support and troubleshooting
• Responsible for managing system upgrades to assess operational impact and implementation.
• Oversee the Finance Module, including invoicing, contract management, and billing processes.
• Financial Oversight & Reporting
• Oversee invoicing processes to ensure accuracy, timeliness, and compliance with contractual requirements.
• Prepare and monitor financial and operational reports as required by leadership and external stakeholders.
• Staff Supervision & Operations
• Supervise Administrative Support staff and the operations Coordinator.
• Provide leadership, training, and performance management to ensure efficient administrative operations.
• Develop and implement workflow improvements to enhance productivity and service delivery.
• Risk Management
• Monitor incidents and ensure proper reporting, follow-up and tracking data base.
• Maintain policies related to confidentiality, HIPAA and ethical standards.
• Address compliance issues and recommend solutions.
  
  

Skills And Competencies

• Regulatory and compliance knowledge
• Systems and process management
• Communication and coordination skills
• Excellent organizational and project management skills
• Data analysis and reporting proficiency
• Effective communication and leadership abilities
• Attention to detail and problem-solving skills.
  
  

Qualifications

Required Skills and Qualifications

• Bachelor’s degree in Healthcare Administration, Business Administration, or related field (or equivalent experience).
• 5 years of experience in healthcare administration, quality assurance, or compliance.
• At least 2 years management or supervisory experience
• Knowledge of credentialing processes, audits, and regulatory requirements (e.g., FWA).
• Experience with Electronic Health Records (EHR/HRIS) systems administration.
• Strong organizational, analytical, and problem-solving skills.
  
  

Additional Requirements

• Act 33, Act 34, and FBI clearances (required upon hire).
• Valid Pennsylvania driver’s license and access to a personal vehicle with current insurance coverage.
  
  

Work Conditions And Benefits

• Full-time position with a flexible hybrid work model, including remote administrative tasks.
• Mileage and parking reimbursement for fieldwork.
• Competitive salary and benefits, including medical, dental, and vision insurance.
• Paid time off (PTO), holidays, and a retirement savings plan.
  
  

Why Join Us?

At HSAO, you will become part of a dynamic and mission-driven organization committed to empowering individuals and families. Through our collaborative approach, you will have the opportunity to work alongside community partners, make a real impact, and grow professionally.

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