Executive Assistant- Quality Improvement

POSITION SUMMARY

Provides administrative support to the Chief Quality and Compliance Officer (CQCO) and supports functions related to Quality Improvement, Health Information Management, compliance, privacy, credentialing, governance documentation, and other assigned agency operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

Core Requirements

Provides administrative support for the CQCO which may include:

- Coordinates and manages assigned projects and administrative activities.

- Performs data entry, tracking, and basic data analysis as assigned.

- Prepares and maintains meeting minutes for assigned committees and departmental meetings.

- Prepares, organizes, and distributes documents and meeting materials as assigned.

- Scans, organizes, and maintains electronic records, including accounting source documents, credentialing files, audit reports, and other assigned documentation.

- Assists with electronic and paper filing, mailings, routine correspondence, and recordkeeping as requested.

- Drafts emails and other communications as directed by the CQCO.

- Serves as a resource and facilitates internal and external administrative needs directed to the CQCO.

- Serves as a backup for the telephone receptionist as needed.

- Tracks identified overpayments and monitors completion of required refunds within established timeframes.

- Provides administrative support for audits, monitoring activities, and related documentation.

- Assists with data cleanup and data quality projects as directed by the CQCO.

- Assists with maintaining data in the e-learning system and assigning required training.

- Provides administrative support for credentialing and privileging activities as assigned.

- Assists with incident report tracking, documentation, and follow-up.

- Assists with tracking and renewal of Provider Agreements with contract providers and contract agencies as directed by the CQCO.

- Assists with tracking and maintenance of required correspondence and documentation for new and current Board members as directed by the CQCO.

- Assists with tracking and renewal of Conflict of Interest disclosures for the agency and Beacon Boards as directed by the CQCO, including obtaining updated disclosures when notified of new potential conflicts.

- Assists with tracking and maintaining documentation of Business Associate Agreements as directed by the CQCO.

- Assists the Privacy Officer with tracking HIPAA breaches and violations as directed by the CQCO.

- Provides administrative support for electronic risk assessment documentation in coordination with the CIO and CQCO.

- Demonstrates professional conduct and courtesy in interactions with colleagues, clients, and the community as a representative of Beacon.

- Performs other duties as assigned by the CQCO.

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

Education/Certifications:

- High School Diploma or equivalent required.

- Associates or Bachelor’s degree preferred.

- Professional administrative certification, such as Certified Administrative Professional (CAP), preferred.

Experience Required:

- One to three years of related administrative experience required, including experience supporting a director-level or executive-level position.

Required Knowledge:

- Demonstrated ability to manage multiple priorities and meet established deadlines.

- Ability to handle sensitive and confidential information with discretion and sound judgment.

Skills/Abilities:

- Proficiency with core Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams. Familiarity with or ability to effectively use Microsoft 365 collaboration and productivity tools such as OneNote, Planner, To Do/Tasks, SharePoint, OneDrive, and Forms. Ability and willingness to learn and appropriately use emerging Microsoft 365 tools, including Microsoft Copilot, as adopted by the agency.

- Strong organizational and time management skills.

- Ability to manage multiple priorities and coordinate day-to-day activities across multiple functions.

- Ability to remain engaged, adaptable, and professional in a changing work environment.

- Excellent customer service and verbal and written communication skills, with the ability to interact effectively with a wide variety of people.

- Experience with DocuSign, Adobe Acrobat Pro, and Canva preferred.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is frequently at a desk working with a computer and is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.