GENERAL SUMMARY

The Administrative Assistant for Quality Enhancement provides critical administrative and organizational support to the Assistant Vice President of Quality Enhancement. This role assists in maintaining agency compliance, supporting quality initiatives, and ensuring the smooth operation of internal quality systems. The Administrative Assistant helps uphold agency standards by managing documentation, tracking deadlines, coordinating communications, and supporting internal processes related to licensing, accreditation, and quality assurance activities.

This position requires strong attention to detail, excellent organizational skills, a high degree of discretion, and the ability to work collaboratively across departments.

ESSENTIAL JOB FUNCTIONS

Provides direct administrative support to the Assistant Vice President of Quality Enhancement, including calendar management, meeting scheduling, document preparation, and correspondence.

Assists in organizing, maintaining, and updating records related to licensing, certification, accreditation, internal audits, and quality reviews.

Supports preparation and tracking of agency policies and procedures, helping to maintain current and accessible documentation.

Assists in coordinating agency-wide quality-related events and deadlines, including trainings , health and safety drills, surveys, and inspections.

Prepares and formats internal reports, spreadsheets, presentations, and meeting materials to support quality initiatives and committee meetings.

Records and distributes minutes for QE Committee, Human Rights Committee, and Policy Committee meetings; follows up on action items as directed.

Supports data collection efforts related to satisfaction surveys, incident reports, and performance measurement activities.

Helps track and organize documentation related to the Commission on Accreditation of Rehabilitation Facilities (CARF), DDS licensing, and other oversight bodies.

Maintains confidentiality of sensitive information related to internal investigations, individual rights, and compliance reporting.

Provides general administrative and clerical support including filing, copying, scanning, and data entry.

Performs other duties as assigned to support the agency's Quality Enhancement initiatives and uphold regulatory standards.

OTHER DUTIES AND RESPONSIBILITIES

Performs additional duties, as assigned.

COMPETENCIES

Leading/Directing Others : Exhibits confidence in self and others; provides vision and inspiration to peers; lays out work in a fair, well-planned, and organized manner; inspires, motivates, challenges and provides support to others to perform well and fulfill the vision; accepts feedback from others; gives appropriate recognition to others; is a clear communicator.

Total Quality Management : Is dedicated to providing the highest quality services that meet the needs and requirements of internal and external customers; is committed to continuous improvement through empowerment and performance management; creates a learning environment leading to the most efficient and effective work processes.

Adaptability : Able to deal with frequent change, delays, or unexpected events; manages competing demands; changes approach or method to best fit the situation; inspires others to be adaptable to change.

Ethics, Values and Diversity : Promotes an appropriate and effective work environment and strives to ensure that the agency's core values and beliefs are applied during all circumstances; genuinely cares about people; deals effectively with all races, nationalities, cultures, disabilities, ages, lifestyle choices and genders; supports equal and fair treatment and opportunity for all; adheres to and promotes the Americans with Disabilities Act (ADA); advocates for the rights and interests of individuals with disabilities to maximize their potential in the programs and communities of their choice.

Integrity and Trust : Is respectful, truthful, and transparent; keeps confidences ; takes ownership and responsibility for decisions and outcomes.

Oral and Written Communications : Speaks clearly, appropriately and effectively with a diverse group of individuals; is an active listener and gets clarification when necessary; participates constructively in meetings; is able to write clearly and succinctly; is able to communicate clearly in a variety of settings and situations.

PREPARATION, KNOWLEDGE, SKILLS & ABILITIES

High school diploma or equivalent required; Associate degree or relevant coursework in administration, human services, or related field preferred.

At least 2 years of administrative support experience, preferably in a human services or compliance-focused environment.

Strong computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.

Exceptional organizational and time management skills with the ability to prioritize multiple tasks and meet deadlines.

Strong written and verbal communication skills.

Ability to handle confidential and sensitive information with discretion.

Detail-oriented, dependable, and proactive in anticipating administrative needs.

Familiarity with human services licensing/accreditation standards (e.g., DDS, CARF) is a plus but not required.

SUPERVISORY RESPONSIBILITY

None

WORKING CONDITIONS/PHYSICAL DEMANDS

This is a part time (20 hours/week) work-from-home position that may require several days a month in the Hyannis office.

Cape Abilities, Inc.

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