What are the responsibilities and job description for the Safety and Quality Operations Coordinator position at St. Charles Health System?
The Safety & Quality Operations Coordinator (SQOC) provides centralized operational coordination for regulatory compliance, accreditation readiness, quality improvement, patient safety, risk management, and Environment of Care activities across St. Charles Health System. Supporting the Senior Director of Facilities, Security, and Environment; Directors of Quality Management and Risk Management & Patient Safety; and Executive Medical Director of Quality, this position coordinates time-sensitive deliverables, maintains evidence of compliance, and tracks required activities and corrective actions across departments and campuses.
The SQOC maintains systems for monitoring deadlines, documenting committee oversight, organizing survey evidence, and escalating outstanding actions to accountable leaders. This work supports timely fulfillment of applicable regulatory, accreditation, and organizational requirements while preserving clinical and technical leaders’ capacity for assessment, investigation, and improvement. The position also provides administrative and logistical support and does not directly supervise caregivers.
Essential Functions And Duties
Maintains a centralized compliance calendar tracking applicable regulatory and accreditation deliverables, committee reporting cycles, program evaluations, policy reviews, and corrective-action deadlines, in collaboration with responsible program leaders.
Coordinates survey and inspection preparation, logistics, and follow-up, including document requests, evidence organization, meeting schedules, and tracking of outstanding deliverables.
Maintains corrective-action tracking systems identifying findings, accountable owners, completion dates, monitoring requirements, and supporting evidence; follows up on outstanding items and escalates overdue or incomplete actions.
Coordinates documentation for committees supporting required quality, safety, and compliance programs, including agendas, minutes, attendance, reports, decisions, and action-item follow-through.
Organizes and maintains retrievable evidence of compliance, including approved plans, program evaluations, audit summaries, education records, and corrective-action documentation, consistent with organizational document-control and retention requirements.
Tracks completion of scheduled audits and sustainment monitoring, compiles results supplied by program owners, and prepares status reports highlighting gaps requiring leadership attention.
Coordinates preparation and routing of regulatory and accreditation submissions for review and approval by designated leaders and subject-matter experts.
Supports preparation of leadership and governing body reports documenting program performance, identified risks, corrective actions, and follow-up.
Identifies breakdowns in administrative processes that may jeopardize required deadlines or documentation and implements improvements in collaboration with accountable leaders.
Maintains electronic schedules including coordinating internal and external departmental and project team meetings.
Connect records to committee oversight, decisions, and action completion.
Provides administrative support for medical staff quality and safety activities as directed by the Executive Medical Director of Quality.
Maintains department documentation to keep organized, current, retrievable evidence of compliance.
Maintains a repository of tools, templates, process improvement/Lean techniques for Quality & Safety -sponsored efforts.
Works with directors and managers to create and distribute daily, weekly, and monthly reports as requested.
Maintains the Quality & Safety internal site with relevant tools and templates.
Leads knowledge capture upon completion of projects (i.e. identifies learnings, builds/revises templates).
Supports the execution of a master communications calendar for all Quality & Safety-related communications.
Supports the development of Quality & Safety-specific learning and development efforts.
Consistently exhibits behavior and communication support skills that demonstrate commitment to superior customer service, including quality, care and concern with each internal and external customer.
Supports the vision, mission and values of the organization in all respects.
Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients and guests.
Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.
May perform additional duties of similar complexity within the organization, as required or assigned.
Education
EDUCATION:
Required: Bachelor’s degree in healthcare administration, business or other related field. Equivalent professional work experience may be substituted for Bachelor’s degree.
Preferred: N/A
Licensure/Certification/Registration
Required: Valid Oregon driver’s license and ability to meet St. Charles Health System’s driving requirements. Ability to travel to all St. Charles Health System’s worksites and partner organizations across Oregon.
Preferred: N/A
Experience
Required: Minimum three (3) years’ experience in administration and support.
Preferred: Healthcare operations experience with proven ability to manage multiple projects, meet timelines and escalate effectively to meet project goals. Experience with varying exposure to strategy and project management.
The SQOC maintains systems for monitoring deadlines, documenting committee oversight, organizing survey evidence, and escalating outstanding actions to accountable leaders. This work supports timely fulfillment of applicable regulatory, accreditation, and organizational requirements while preserving clinical and technical leaders’ capacity for assessment, investigation, and improvement. The position also provides administrative and logistical support and does not directly supervise caregivers.
Essential Functions And Duties
Maintains a centralized compliance calendar tracking applicable regulatory and accreditation deliverables, committee reporting cycles, program evaluations, policy reviews, and corrective-action deadlines, in collaboration with responsible program leaders.
Coordinates survey and inspection preparation, logistics, and follow-up, including document requests, evidence organization, meeting schedules, and tracking of outstanding deliverables.
Maintains corrective-action tracking systems identifying findings, accountable owners, completion dates, monitoring requirements, and supporting evidence; follows up on outstanding items and escalates overdue or incomplete actions.
Coordinates documentation for committees supporting required quality, safety, and compliance programs, including agendas, minutes, attendance, reports, decisions, and action-item follow-through.
Organizes and maintains retrievable evidence of compliance, including approved plans, program evaluations, audit summaries, education records, and corrective-action documentation, consistent with organizational document-control and retention requirements.
Tracks completion of scheduled audits and sustainment monitoring, compiles results supplied by program owners, and prepares status reports highlighting gaps requiring leadership attention.
Coordinates preparation and routing of regulatory and accreditation submissions for review and approval by designated leaders and subject-matter experts.
Supports preparation of leadership and governing body reports documenting program performance, identified risks, corrective actions, and follow-up.
Identifies breakdowns in administrative processes that may jeopardize required deadlines or documentation and implements improvements in collaboration with accountable leaders.
Maintains electronic schedules including coordinating internal and external departmental and project team meetings.
Connect records to committee oversight, decisions, and action completion.
Provides administrative support for medical staff quality and safety activities as directed by the Executive Medical Director of Quality.
Maintains department documentation to keep organized, current, retrievable evidence of compliance.
Maintains a repository of tools, templates, process improvement/Lean techniques for Quality & Safety -sponsored efforts.
Works with directors and managers to create and distribute daily, weekly, and monthly reports as requested.
Maintains the Quality & Safety internal site with relevant tools and templates.
Leads knowledge capture upon completion of projects (i.e. identifies learnings, builds/revises templates).
Supports the execution of a master communications calendar for all Quality & Safety-related communications.
Supports the development of Quality & Safety-specific learning and development efforts.
Consistently exhibits behavior and communication support skills that demonstrate commitment to superior customer service, including quality, care and concern with each internal and external customer.
Supports the vision, mission and values of the organization in all respects.
Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
Provides and maintains a safe environment for caregivers, patients and guests.
Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.
May perform additional duties of similar complexity within the organization, as required or assigned.
Education
EDUCATION:
Required: Bachelor’s degree in healthcare administration, business or other related field. Equivalent professional work experience may be substituted for Bachelor’s degree.
Preferred: N/A
Licensure/Certification/Registration
Required: Valid Oregon driver’s license and ability to meet St. Charles Health System’s driving requirements. Ability to travel to all St. Charles Health System’s worksites and partner organizations across Oregon.
Preferred: N/A
Experience
Required: Minimum three (3) years’ experience in administration and support.
Preferred: Healthcare operations experience with proven ability to manage multiple projects, meet timelines and escalate effectively to meet project goals. Experience with varying exposure to strategy and project management.