Quality Assurance & Training Coordinator

The Quality Assurance & Training Coordinator coordinates the organization's routine quality-assurance activities and staff-training program. The position facilitates new-hire orientation, maintains training records, monitors completion and expiration requirements, conducts scheduled compliance audits, and tracks corrective actions. Working with the Program Department, Human Resources, leadership staff, supervisors, and subject-matter experts, the Coordinator develops and maintains training materials for all positions and promotes regulatory compliance, accurate documentation, employee competency, and high-quality services for individuals with intellectual disabilities and autism.

Essential Duties and Responsibilities

Quality Assurance

- Maintain an annual quality-assurance calendar and conduct scheduled audits using approved tools and checklists.

- Review samples of individual records, service documentation, ISP implementation records, billing-supporting documentation, personnel training records, and other assigned compliance areas.

- Document audit findings accurately and communicate findings to the responsible supervisor and program leader.

- Issue or document corrective-action items as directed and track assigned actions, responsible parties, and due dates through closure.

- Verify completion of corrective actions and elevate overdue, repeated, or high-risk findings to the management.

- Maintain organized electronic records of audit schedules, completed audit tools, findings, corrective actions, and supporting documentation.

- Assist programs in preparing for ODP, Administrative Entity, OVR, licensing, payer, and other external monitoring or audits.

- Compile routine quality data and prepare monthly or quarterly reports identifying compliance rates, repeated deficiencies, training needs, and improvement opportunities.

- Participate in quality-management, compliance, safety, and other assigned meetings and support approved quality-improvement projects.

Training Coordination and Delivery

- Plan, coordinate, and facilitate new-hire orientation training, ensuring employees receive required agency, employment, safety, compliance, and program information before assuming assigned responsibilities.

- Coordinate annual training, role-specific training, required certifications, recertifications, refresher training, and remedial training in accordance with agency and regulatory requirements.

- Maintain an organization-wide training calendar and coordinate dates, instructors, locations, virtual links, equipment, materials, and employee communications.

- Facilitate orientation and deliver other assigned courses for which the Coordinator is qualified; coordinate qualified internal or external instructors for specialized, clinical, program-specific, or certification-based training.

- Partner with the Program Department, Human Resources, leadership staff, supervisors, and subject-matter experts to identify the required knowledge, skills, competencies, and training needs for every position in the organization.

- Develop, update, standardize, and organize position-specific training materials for all roles, including presentations, training outlines, procedures, job aids, checklists, competency assessments, attendance records, and acknowledgment forms.

- Obtain review and approval from the appropriate department leader or subject-matter expert to ensure position-specific training materials are accurate, current, and consistent with operational and regulatory requirements.

- Coordinate make-up sessions and assist supervisors in addressing overdue or incomplete training.

- Evaluate training effectiveness through participant feedback, competency checks, audit findings, performance trends, and supervisor input.

- Recommend training revisions or additional instruction when recurring deficiencies, policy changes, or performance concerns are identified.

##

Training Tracking and Recordkeeping

- Maintain a complete and accurate master training matrix for all employees, including required courses, completion dates, expiration dates, certifications, and renewal status.

- Enter training completion information into applicable HR, learning, and program systems and reconcile system records with attendance sheets, certificates, and personnel files.

- Send advance reminders for upcoming training and certification expirations and promptly notify employees and supervisors of overdue requirements.

- Provide supervisors and leadership with regular training-compliance reports showing completed, upcoming, expired, and overdue requirements.

- Maintain current records for agency trainers, including trainer credentials and expiration dates, and obtain updated documentation following renewals.

- Protect the confidentiality, accuracy, and retention of training and quality records in accordance with agency policy and applicable requirements.

##

Collaboration and Accountability

- Work as part of the Human Resources Department to coordinate orientation, employee communications, onboarding schedules, and required training documentation for personnel files.

- Maintain a functional working relationship with the Director of Programs & Operations, program supervisors, and other department leaders to establish training priorities, develop position-specific materials, and resolve routine compliance concerns.

- Provide clear guidance regarding documentation and training requirements while referring employment decisions, disciplinary actions, and significant compliance matters to the appropriate leader.

- Communicate routine QA findings to the responsible department leader and report significant, repeated, overdue, or high-risk compliance concerns to the Human Resources Director and CEO/President.

- Recognize that supervisors remain responsible for employee attendance, day-to-day documentation oversight, competency reinforcement, and timely completion of corrective actions.

- Conduct incident investigations and incident reporting using incident management system, ensuring timely and thorough documentation of incidents, when required.

- Perform other related quality-assurance and training duties consistent with the purpose and level of the position.

Qualifications

- Bachelor's degree in human services, education, social work, business administration, healthcare administration, organizational development, or a related field preferred

- Quality-assurance, compliance, training, or human-services experience preferred.

- Experience working in ODP-regulated intellectual disability/autism services or another regulated human-services environment strongly preferred.

- Working knowledge of adult-learning principles, training coordination, recordkeeping, auditing, and corrective-action tracking.

- Strong organizational, facilitation, communication, interpersonal, analytical, follow-up, and deadline-management skills, with the ability to maintain accurate and confidential records.

- ODP Certified Investigator or ability to obtain within 3 months of employment.

- Proficiency with Microsoft Office and the ability to learn Therap, HR/training systems, and other required applications.

- Excellent verbal and written communication skills.

- Excellent interpersonal skills.

- Goal-oriented, outcomes tracking ability and deliverable.

- Proficient with Microsoft Office Suite and other computer skills.

- Ability to satisfy all required background checks and exclusion-list screenings.

- Valid driver's license and satisfactory driving record.

- Must pass child abuse history and criminal record check clearances and must not be excluded from State of PA exclusion lists.