Compliance, Quality and Risk Executive Assistant

About the role

Join a purpose-driven team at Caron Treatment Centers, where for nearly 70 years, we’ve been helping people find a path to recovery from addiction and rebuild their lives. We offer real careers with real opportunities for growth, comprehensive training, and a commitment to work-life balance. We’re proud to foster a diverse and inclusive environment, with a culture of teamwork, compassion, and dedication to our mission.

This full-time position works Monday-Friday 8:30 AM–5:00 PM on a hybrid schedule, with a few days in office each week at our Wernersville Campus.

Responsibilities

• Arrange meetings, conferences, videoconferences, coordinate travel, and assemble all relevant materials for Chief Governance Officer (“CGO”) and Compliance, Quality and Risk Management (CQR) managers.
• Assist CGO and CQR managers with the following:
  • Track compliance or regulatory corrective action plans.
  • Assist with internal compliance audits and investigations when directed.
  • Develop and track compliance monitoring activities as directed.
  • Create and maintain licensing/accreditation spreadsheets, binders, and other required documentation.
  • Coordinate collection and submission of all documents for all departments at Caron for licensing and accreditation surveys.
• Assist in the management and oversight of the Policy Management system including:
  • Coordinate the annual corporate-wide policy review and attestation process, including tracking of all departments’ attestation submittal.
  • Ensure all policies are formatted and numbered in the standardized format.
  • Ensure all sections are completed on every policy, including the sections within the policy header.
  • Maintain Caron's Master Policy Index.
  • Provide assistance to policy department owners and general users when requested.
• Create initial redlines of compliance, quality, risk management, safety, and contracts policies at the direction of VP and managers in the department.
• Assist with coordinating Enterprise Risk Management activities and following up on action items.
• Coordinate insurance carrier and/or outside safety consultant site visits.
• Assist Risk Management with coordinating and collecting information for meetings with Caron’s insurance broker.
• Assist with the creation of Emergency Preparedness Program and Crisis Management Team forms and binders for all campuses and Caron locations.
• Track and maintain log of inspections of AEDs for all Caron locations.
• Complete annual insurance applications, forms, or gathering of documentation.
• Obtain and maintain certificates of insurances.
• Prepare minutes/reports/packets for meetings as designated, including:
  • Board of Trustees (quarterly)
  • ACRM Committee packet and minutes (quarterly)
  • Treatment Committee packet and minutes (quarterly)
  • Quality Improvement Committee Minutes (quarterly)
  • Safety Committee Minutes (monthly)
  • Internal Compliance Committee Meeting Minutes (quarterly or as needed)
  • Other meeting minutes relating to the Compliance, Quality, and Risk Management Department.
• Prepare expense reports and reconcile credit card statements for CQR managers.
• Process invoices related to Compliance, Quality, and Risk through the financial system.
• Enroll employees and maintain the mass texting system through mass texting software.
• Complete and submit SAMHSA surveys and questionnaires annually.
• Maintain Compliance, Quality, and Risk Departments’ SharePoint pages, updating the pages when needed.
• Maintain and coordinate the central file storage for all departments at Caron, including entering new files into storage, tracking destruction of files, and handling requests for access and copies of files.
• Complete special projects assigned by CGO or CQR Managers.

Requirements

• High School Diploma or Equivalent required; bachelor’s degree preferred.
• Minimum of five years' experience in an office environment as an administrative assistant required, with a minimum of three years' experience in a healthcare setting preferred.
• Knowledge of compliance is a plus.
• If in recovery, one year of continuous sobriety preferred.

Skills

• Ability to operate autonomously and deal with extremely confidential information.
• Excellent written and oral communication skills.
• Ability to follow directions well and make independent sound decisions when necessary.
• Strong typing skills (minimum of 50 wpm), Dictaphone skills, spelling, and proofreading skills.
• Organizational skills and self-motivation.
• Able to handle multiple tasks at one time.
• Excellent customer service skills and a pleasant phone manner.
• Computer literacy with solid experience working with Microsoft products such as PowerPoint, Excel, and Word.
• Demonstrate versatility and flexibility in a busy environment.

Physical Requirements

• Must be able to lift up to 25 pounds.
• Will need to sit, stand, and type for extended periods of time.

Benefits

• Generous paid time off.
• Company-paid life and disability insurance.
• Professional growth and development opportunities.
• Tuition reimbursement.
• Competitive 401(k) plan.
• Robust medical, dental, and vision plans.