Quality Compliance Administrative Specialist - Quality Management

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Job Description:

Position Summary

Under the leadership of the Director of Quality Management, the Quality Compliance Administrative Specialist provides high‑level administrative, operational, and technical support to the Quality Management Department. This role is responsible for managing complex administrative activities, supporting regulatory and quality initiatives, and ensuring the effective coordination of departmental operations. The position requires strong attention to detail, discretion, and the ability to manage sensitive and confidential information while supporting organizational quality and compliance goals.

Essential Responsibilities

Administrative & Operational Support

• Manage daily clerical and administrative operations for the Quality Management Department.
• Prepare, edit, and maintain documents, reports, correspondence, and presentations with advanced proficiency in MS Word, Excel, and PowerPoint.
• Coordinate department schedules, meetings, and communication, including calendar management via Outlook.
• Greet visitors, manage communications, and respond to inquiries with professionalism and accuracy.
• Maintain confidential records in compliance with hospital and regulatory policies (e.g., HIPAA).

Committee & Meeting Management

• Manage the agenda development, presentation routing, meeting coordination, and logistics for the Interdisciplinary Quality Committee.
• Prepare and distribute meeting minutes, track follow-up items, and ensure action items are completed.
• Assist with the development, formatting, and management of departmental and committee presentations.
• Maintain and oversee the IQC Teams page, ensuring accurate posting of documents, agendas, minutes, and resources.

Policy & Contract Platform Management

• Manage the organization’s policy platform, including updates, workflows, version control, notifications, and ensuring departmental adherence to policy review cycles.
• Oversee the contract management platform for organization, including tracking renewals, ensuring documentation accuracy, monitoring timelines, and coordinating with internal stakeholders.
• Support document control processes including SOPs, forms, audit schedules, and compliance documentation.

Quality Management Support Activities

• Support quality assurance processes such as data collection, tracking non‑conformances, monitoring corrective and preventative actions, and preparing compliance reports.
• Apply Lean principles (e.g., 5S, PDCA, standard work) to promote efficiency and continuous improvement.
• Provide technical assistance for quality and compliance documentation, electronic filing, spreadsheets, and internal dashboards.
• Assist leadership with producing metrics, summaries, graphic displays, and reports to support decision‑making.

Department Operations

• Manage inventory of office supplies and departmental expenses; prepare purchase orders and assist with budget reconciliation as needed.
• Demonstrate proper email and calendar etiquette, including timely responses and professional communication.
• Uphold a culture of safety, teamwork, transparency, and respect while supporting continuous improvement initiatives.

Core Competencies

• Organizational Excellence: Ability to manage multiple priorities, meet deadlines, and function effectively in a fast‑paced environment.
• Communication & Interpersonal Skills: Strong verbal and written communication with a customer‑service mindset.
• Confidentiality & Accuracy: Exceptional attention to detail and discretion with sensitive information.
• Team Collaboration: Works effectively with cross‑functional teams and supports a collaborative environment.
• Problem‑Solving & Initiative: Uses sound judgment and proactively identifies solutions.
• Continuous Improvement: Demonstrates commitment to efficiency, quality improvement, and Lean methodologies.

Experience

2–3 years of related experience as an Administrative Specialist, preferably in healthcare or quality management settings.

Experience with data tracking, document control, and quality assurance-support systems.

Proven ability to work under minimal supervision and manage complex assignments.

Education

High school diploma or G.E.D., or equivalent work experience. Some college coursework or business/hospital administration courses preferred.

Licensure/Certifications

Not Applicable

Equal Opportunity Employer

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Assigned Work Hours:

Full time

Position Type:

Pay Range (based on years of applicable experience):

to

The hours employees work determine when a shift differential is paid.