Quality Assurance / Training Administrative Assistant

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.

Position Responsibilities

• Captures, 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.
• 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.

Qualifications

• 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.

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

• 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.
• Ability to learn and apply new information or skills.
• Ability to perform highly detailed work on multiple, concurrent tasks.
• Ability to work under intensive deadlines with frequent interruptions.
• Ability to 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.

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.