Compliance, Quality and Risk Executive Assistant

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.

About the role

Position will be full time, working Monday-Friday 8:30-5pm. Candidates can work 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:
  • Assist with tracking 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:
  • Coordination of the annual corporate-wide policy review and attestation process including tracking of all departments attestation submittal.
  • Ensuring all policies are formatted and numbered in the standardized format.
  • Ensuring all sections are completed on every policy including the sections within the policy header.
  • Ensuring retired policies are properly archived.
  • Maintain Caron's Master Policy Index.
  • Providing assistance to policy department owners and general users when requested.
• Create initial redlines of compliance, quality, risk management, safety and contracts policies at 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 required 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 Dept.
• Prepare expense reports and reconcile credit card statements for CQR managers.
• Process invoices related to Compliance, Quality and Risk through financial system.
• Enroll employees and maintain the mass texting system through mass texting software.
• Complete and submit SAMHSA surveys and questionnaires on an annual basis.
• 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 of destruction of files, 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 minimum three years' experience in a healthcare setting preferred.
• Knowledge of compliance 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.
• Must possess the ability to follow directions well and make independent sound decisions when necessary.
• Must possess strong typing (minimum of 50 wpm), Dictaphone skills, spelling and proofreading skills.
• Organizational skills, self-motivated.
• Able to handle multiple tasks at one time.
• Must possess excellent customer service skills and have a pleasant phone manner.
• Must be computer literate and have solid experience working with most 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.
• Tuition reimbursement.
• Competitive 401(k) plan.
• Robust medical, dental, and vision plans.

We’re proud to foster a diverse and inclusive environment, with a culture of teamwork, compassion, and dedication to our mission.