Quality Assurance / Training Administrative Assistant

Quality Assurance / Training Administrative Assistant

Annual Salary: $55,000 - $60,000

Job Type: Full Time

Position Summary

The Quality Assurance Administrative Assistant is responsible for supporting the coordination, documentation, and tracking of staff training programs and Quality Assurance (QA) activities to ensure compliance with organizational, state, and regulatory requirements. This role manages training records and reporting within iCM and other systems, assists with staff certification and onboarding processes, communicates with regulatory bodies such as MBON, DDA, and OHCQ and maintains accurate QA documentation. The position also supports training logistics, monitors compliance, and contributes to continuous quality improvement efforts to promote staff competency and high-quality service delivery.

Position Responsibilities

Essential Functions include but not limited to, the following:

• Coordinates, administers, and documents all required staff training and certification activities in compliance with organizational and regulatory standards.
• Maintains accurate training records across iCM and other required systems, including data entry, updates, reporting, and preparation of sign-in sheets and training documentation.
• Manages communication and compliance with regulatory bodies, including DHCA and MBON, related to training requirements, certifications, exam results, and reportable incidents.
• Tracks and reports medication errors in accordance with organizational policy and regulatory requirements, ensuring timely documentation in iCM and other tracking systems.
• Maintains organized paper and electronic files for training, personnel records, and Quality Assurance (QA) documentation.
• Prepares, updates, and delivers training programs, including development of instructional materials and facilitation of classes such as Abuse Prevention, Mandt, CPR/First Aid, and Choking & Dysphagia.
• Obtains and maintains required instructor certifications and delivers both classroom and on-site training sessions.
• Evaluates training effectiveness by grading exams, documenting outcomes, and providing follow-up instruction or support to staff as needed.
• Maintains the training environment, including inventory, ordering, and organization of supplies, equipment, and training materials.
• Generates and distributes training and compliance reports to leadership and relevant staff.
• Coordinates QA-related administrative functions, including scheduling monitoring activities, communicating with staff and volunteers, recording committee minutes, and compiling data for QA and incident reports.
• Supports continuous quality improvement by assisting with data collection, documentation, and reporting for QA initiatives.
• Communicates training compliance issues, performance concerns, and regulatory updates to leadership in a timely manner.
• Participates in departmental and organizational meetings, including QA and Human Rights committees, as required.
• Demonstrates and supports the organization's mission, values, and team-based approach in all interactions.

Education & Experience Requirements

• Strong organizational and administrative skills with attention to detail.
• Excellent verbal and written communication skills.
• Effective presentation and facilitation skills.
• Ability to manage multiple systems and databases accurately.
• Ability to work independently and collaboratively with staff at all levels.
• Ability to design, deliver, and evaluate training content.

Preferred Qualifications

• Associate's or Bachelor's degree in education, human services, training, or a related field preferred.
• Experience in staff training, workforce development, or compliance-based instruction preferred.
• Experience working with regulatory bodies such as MBON, DDA, OHCQ, or Nursing Agencies strongly preferred.

Licensure & Screening Requirements

• Reliable transportation required.
• Successful completion of all required background checks, reference checks, and pre-employment screenings required.Work Environment
• Combination of office, community-based work and remote work.
• Occasional evening and weekend work required for community events and volunteer activities.

Physical and Mental Demands

The physical and mental demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable people with disabilities to perform essential functions.

Physical Demands

• Ability to sit, stand, walk, bend, reach, and travel throughout the community.
• Ability to operate computers, phones, and office equipment.
• Ability to lift and carry up to 50 pounds.
• Ability to communicate effectively in person, electronically, and by telephone.

Mental Demands

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret, data information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with the community stakeholders including elected and appointed officials, staff, people served, the public and others encountered in the course of work.

Work Schedule

This position includes office, community, and remote work. Occasional travel between sites, evening and weekend work may be necessary. This position is full-time, 40 hours per week. A typical work schedule is Monday through Friday during The Arc office hours from 8:30am - 4:30pm with some flexibility to accommodate occasional meetings or calls outside regular office hours.

Equal Employment Opportunity

The Arc of Howard County is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable law.

E-Verify

The Arc of Howard County uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities as an applicant, please visit www.dhs.gov/E-Verify

Applications can be submitted electronically or by submitting a paper resume to: The Arc of Howard County

11735 Homewood Road Ellicott City, MD 21042

ADA Statement

The Arc of Howard County is committed to providing reasonable accommodations to qualified applicants and employees with disabilities in accordance with the Americans with Disabilities Act and applicable laws.

Mission & Safeguarding Commitment

The Arc of Howard County is committed to promoting the health, safety, dignity, rights, and full community inclusion of people with intellectual and developmental disabilities. Employees are expected to uphold all standards regarding abuse prevention, mandated reporting, person-centered planning, and protection of vulnerable individuals.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. The Arc reserves the right to revise the position and assign additional responsibilities as needed. Nothing in this document constitutes a contract of employment.