Position Summary:
The Quality Enhancement Administrative Coordinator provides administrative support for the program department. In addition to typing, filing, and scheduling, performs duties such as record keeping, coordination of meetings, obtaining supplies, coordinating mailings, and working on special projects. The position maintains highly confidential and sensitive information and interacts with a diverse group of external contacts and visitors as well as internal contacts at all levels of the organization. This position is required to plan, prioritize, and organize diversified workload, and recommend changes in office practices and procedures to ensure efficiency and effective communication, within and between departments.
Position Duties & Responsibilities:
In a manner consistent with supporting The Arc NCR Mission Statement the Quality Enhancement Administrative Coordinator shall do the following:
Quality Support:
Maintain timely, accurate and complete department information systems/databases and records as assigned, producing reports as scheduled or requested.
Create and revise systems and procedures by analyzing operating practices and recordkeeping systems and implementing changes.
Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
Assist in the distribution and analysis of satisfaction surveys for families and those supported.
Complete quality monitoring activities (House Reviews and Investigations) and obtain needed documentation and signatures and completion of safety assessments of those supported. This requires employee to be in-person and travel in the community to various agency sites.
Quality Team Members:
Assist with the following:
Attend and documentation of department meetings.
Assist in ensuring program records comply and meet all state and federal regulatory standards.
Assist with in-person onsite investigation visits by State oversight agency.
Attend and provide QE relevant information at monthly house and department meetings. This requires employee to be in-person and at times travel to community sites for meetings.
Train new employees, in collaboration with QE team, on abuse and neglect, incident reporting and other trainings as required by agency. Trainings are in-person at agency headquarters and at times in community at agency sites.
Provide effective day-to-day operational support to the director and supervisors as needed or requested.
Identify, process, track and coordinate with Human Resources, programs and Dimensional on medication errors.
Maintain compliance with agencies HIPAA policy. Due to nature of QE and this position, employee is required to do all document management (printing, scanning, and faxing) at agency's headquarters.
Be available in office to provide information including answering questions and requests.
Financial Excellence:
Complete special projects as requested and assigned by supervisor.
Complete other duties as assigned.
Essential Skills and Core Competencies
To perform the job successfully, an individual should demonstrate the following skills and core competencies:
Communication
Employee fosters open communication; provides timely information to other teams; listens actively and values other's input; tailors messages to the appropriate audiences; presents self in a cheerful, positive manner at all times; communicates professionally in both verbal and written forms; professionally communicates conflicting points of view.
Builds Collaborative Relationships
Employee works cooperatively with others; treats others with dignity and respect; focuses on solving conflict proactively and positively; provides assistance to others when needed; recognizes agency's culture and incorporates the mission and core values into daily activities; understands that they are part of ONE team to accomplish ONE mission.
Results Oriented
Employee is an executor; produces consistent and quality work with a sense of urgency; meets all agreed upon deadlines and assigned goals; takes the time to effectively plan and prioritize work activities; does what it takes to get the job done.
Self-Accountable
Employee assesses own strengths and weaknesses; takes action for his or her own performance; admits and learns from mistakes; is resilient; solicits, is open to, and uses performance feedback; pursues training and development opportunities to continuously build knowledge and skills.
Flexibility
Employee proactively remains flexible in the event of an unpredictable circumstance and adapts to change in the work environment; changes individual approach or method to best fit the situation; recognizes and responds to frequent changes, maintains a positive 'can do' attitude during change; builds commitment and overcomes resistance by sharing the why's; is proactive; has the ability to identify needed change and does it before being asked or before the situation requires it; willing to take independent action to change the direction of events;
Organizational Participation
Employee participates and enlists participation of others; volunteers readily; seeks increased responsibilities and takes on challenging assignments; shows an interest in what others have to say; values differences among team members; takes the time to get to know coworkers, builds rapport and establishes a common bond with coworkers.
Analytical Problem Solving
Employee has the ability to solve both complex and uncomplicated problems; make decisions based on available information; displays original thinking and creativity; uses sound judgment about what ideas will work and moves those ideas forward; strives to improve productivity and efficiency; meets with resourcefulness; generates suggestions; continuously improve processes and service; anticipates roadblocks and course corrects.
Education, Training and Experience:
High School Diploma is required; BS/BA is preferred.
At least one (1) year of experience in an administrative or direct support role.
Fluent in Microsoft Office Suite (Word, Power Point, Excel, Outlook
Physical Demands and Work Environment:
The physical demands described below are representative of those that must be met by an employee to perform successfully the essential functions of this position. Reasonable accommodations may be made to enable a qualified individual with disabilities to perform essential functions of this position.
Physical Demands
While performing the duties of this position, the employee will be expected to operate successfully certain office equipment but not limited to: desktop PC, laptop computer, printers, scanners, and copiers. An employee in this position must be able to lift up to 25 pounds, demonstrate approved physical intervention techniques (BPS training methods) and demonstrate CPR.
An employee in this position will be required to maintain records related to the position. He or she will be required to have sufficient mobility to attend meetings inside and outside the office; he or she will be required to have sufficient fine motor skills to use a keyboard and telephone, handle, manipulate and retrieve documents pertinent to the position. This employee is required to hear (with or without hearing devices), speak (with or without associated devices), and see (with or without corrective lenses).
Other Requirements
Access to reliable transportation
Active valid driver's license and driving record that has no more than two (2) points.
Maintenance of all required trainings under DDA guidelines and The Arc Northern Chesapeake Region policies and procedures
Flexibility of scheduling to meet agency and program needs
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