Administrative Assistant for Quality Assurance

Lifetime Assistance • Rochester, NY

13h • Onsite

About The Position

Lifetime Assistance is seeking an Administrative Assistant for their Quality Assurance department. This role provides essential administrative and executive support to the Quality Leadership Team, focusing on managing schedules, coordinating meetings, and maintaining quality documentation. The position is crucial for ensuring the smooth operation of the Quality Assurance & Improvement department and supporting the organization's mission of fostering independence, dignity, and respect for individuals with intellectual and developmental disabilities. This is a full-time, non-exempt position located in Rochester, NY.

Requirements

• High school diploma or equivalent required.
• Minimum two (2) years of administrative experience supporting leadership or committees.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Excellent organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills.
• Exceptional attention to detail and ability to maintain confidentiality.

Nice To Haves

• Associate degree or higher preferred.
• Experience in healthcare, compliance, quality, or other regulated environments preferred.
• Experience with document control, reporting, or quality management processes preferred.

Responsibilities

• Provide administrative support to the Quality Leadership Team, including managing calendars, scheduling meetings, and coordinating priorities.
• Assist with onboarding activities, shared mailboxes, distribution lists, and departmental administrative processes.
• Coordinate quality committee meetings, including scheduling, agendas, meeting materials, logistics, and communications.
• Record, distribute, and maintain meeting minutes and action item logs.
• Track committee action items, monitor deadlines, and follow up on outstanding tasks.
• Maintain quality documentation, including policies, procedures, forms, and records using document control practices.
• Track internal and external audits, surveys, assessments, and documentation deadlines.
• Support preparation for accreditation, regulatory reviews, and audit readiness activities.
• Maintain dashboards, trackers, reports, and SharePoint Lists using Microsoft 365 tools.
• Update and maintain the Quality SharePoint site, ensuring documents and resources remain accurate and current.
• Compile reports and quality metrics for leadership review.
• Order and maintain office supplies, refreshments, and meeting materials.
• Coordinate purchasing activities and vendor communications.
• Serve as a professional point of contact for department stakeholders and visitors.

Benefits

• No-Premium Health Insurance
• Tuition assistance
• Scholarships (50% off tuition for two courses per semester plus up to $3,000 scholarship per semester)
• Micro-credential stipends up to $750
• SUNY partnerships
• Paid Training & Coaching
• Career Growth opportunities
• Generous paid time off
• Supportive scheduling

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED