Quality Assurance And Mpti Assistant

POSITION OVERVIEW:

The QA and MPTI assistant’s workload will be split to efficiently assist both departments.

This individual will collaborate with other QA program staff to support the various projects in the QA department as directed. Key functions include coordinating various projects and preparing and updating spreadsheets, providing administrative support to other QA team members, and supporting completion of QA department objectives. The responsibility of the QA department is to ensure that clinical documentation is completed in an accurate and timely manner, provide support regarding same to direct service staff, and support training on relevant topics to all La Familia staff. The MPTI Assistant role supports the Clinical Training Manager (CTM) with various administrative duties for the programs to run smoothly.

The ideal candidate must have exemplary time management skills and the ability to effectively prioritize tasks. This role requires interacting in a professional demeanor across a broad range of individuals including members of the Executive Leadership Team, Clinical Training Manager, Clinical Supervisors, Program Supervisors, University Field Placement Officers, Masters and Doctoral Students. To perform this job successfully, the individual is expected to handle personnel and institutional information while exercising professionalism and discretion. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

Essential Job Functions and Responsibilities:

1. Administrative Support to QA Department

• Create and maintain tracking spreadsheets and data tracking for documentation review.
• Support department-specific data-entry.
• Update and maintain department documents, templates, calendars, appointments and information.
• Create and maintain systems for tracking support service dispersal and use, including reconciling support service gift cards with expenditures.
• Order and maintain inventory of support services to meet client needs.
• Coordinate training scheduling and registration for QA events.
• Write and send follow up messages and reminders related to various tasks.
• Support program staff in locating necessary information and reference materials.
• Process and tracking client record requests in a timely manner.
• Provides other administrative functions such as making photocopies, filing charts, scanning documents, ordering supplies, and similar.

2. Special Projects/Other:

• Participates in La Familia cross-department teams as assigned.
• Collaborates on special projects related to agency objective, including special event planning, as directed.

3. Administrative Support for MPTI

• Schedule meetings with MPTI Supervisors and Trainees with the CTM
• Review and schedule interviews with MPTI Supervisors, CTM, and prospective applicants to the training program.
• Schedule MPTI Didactic Trainings and contacting instructors to confirm dates and times
• Reviewing training program dates and updating schedule as needed
• Prioritizing and responding to emails or sending them to CTM for a response
• Organizing trainee and supervisor folders/documents on Google Share Drive
• Updating folders each training year and upon request of CTM
• Maintaining and updating trainee records.
• Attending Quarterly All Supervisor Meetings and following up on tasks generated from those meetings
• Create visually appealing informational flyers using Canva.
• Assist with setup and take down of Community Outreach Fairs.
• Assisting with setup and tear down of MPTI events such as Holiday Parties and Graduations.
• Orders supplies and submit reimbursements to finance.
• Organizes events, such as orientation, holiday parties and graduation.
• Updates logs and writes reports.
• Creates documents and organizes documents in Google Drive
• Other administrative tasks per the Clinical Training Manager’s requests.

Other

   Attend trainings and participate in events relevant to key responsibilities

   Track and regularly report on key metrics for responsible function areas

   Leads and collaborate on special projects related to agency objectives as appropriate

QUALIFICATIONS & EXPERIENCE:

   High School Diploma or G.E.D; Bachelor’s Degree preferred.

  At least two years’ experience providing administrative support.

  Excellent verbal and written communication skills.

  Ability to handle confidential material with discretion.

  Exceptional organization skills with strong attention to details.

  Demonstrates effective interpersonal and communication skills

  Can thrive in a deadline driven environment

 Spanish Bilingual Preferred

Strong analytical and time management skills.

 High level of attention to detail.

 Non-Profit and Community Based Organization experience highly desirable.

Demonstrates and models excellent “customer service” orientation, especially in the ability to interact with people at all levels within and outside the agency.

 Thinks independently and can make informed decisions when needed.

Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.

 Proficient using MS Office products, particularly Word, Excel, Outlook and PowerPoint.

Acquires or maintains proficiency in using Google Drive products, including Docs, Sheets, and Forms.

 Valid CA Driver’s license

o Auto insurance: Personal vehicle may be used for business related purposes; it is recommended you inform your auto insurance carrier.

Current state-mandated guidelines requires employees in this position to be fully vaccinated against COVID-19, including booster shots. Accommodations may be available as required by law.  Applicants who are offered a position will be asked about their vaccination status and applications will be required to provide proof of vaccinations against COVID-19 including booster shots. The agency can provide accommodations as required by law in certain circumstances.

BENEFITS:

       Excellent Health benefits package for you and your family including:

  Medical/dental/vision benefits with 95% employee & 80% dependent employer premium contribution and employer paid life insurance.

       Vacation, 15 paid holidays, 12 paid sick days upon accrual

       Employee Assistance Plan to support yours and your family’s wellbeing and finances

       403(b) retirement plan

       Work-life wellbeing & excellent work hours

       Supportive/Collaborative work environment

       Opportunities for Growth and Professional Development

       License and Certification renewals reimbursed