Compliance Program Specialist
About The Position
WellSpace's mission is "achieving regional health through high quality comprehensive care." We believe that everyone deserves to be seen, no matter who you are, where you come from, where you work or what place you call home. At WellSpace, we see you! We are driven to serve the whole person through comprehensive, integrated care, spanning medical, dental, behavioral health, and supportive services across the region. We do this by building a team of exceptional colleagues who are dedicated to our mission and becoming part of the communities we serve. As the region's largest Community Health System, WellSpace utilizes a Confluence Model to integrate an internal network of healthcare modalities, including Federally Qualified Health Centers (FQHC), Certified Community Behavioral Health Center (CCBHC), Drug Medi-Cal and Specialty Mental Health programs, California's second largest 988 Suicide and Crisis Lifeline Center, an independent Risk Bearing Organization (WellSpace Nexus), and more into a seamless confluence of care. To ensure the highest quality of care, WellSpace is accredited by the Joint Commission for Ambulatory Care, Behavioral Health and as a CCBHC. Further, it is certified by the Joint Commission as a Primary Care Medical Home and a Behavioral Health Home. WellSpace's crisis programs are accredited by the American Association of Suicidology and the International Council for Helplines. The Compliance Program Specialist plays a key role in supporting the organization’s full compliance program, including regulatory, OIG/corporate, accreditation, operational, and general business compliance. This position manages policies and assigned compliance projects across all compliance domains, coordinates committee logistics, tracks projects, and supports departmental operations. As the primary administrator of the policy repository system, the Specialist ensures policies and patient-facing forms are accurately maintained, approved, and distributed. This role works closely with the Compliance Officer and cross-departmental teams to support project execution, reporting, and continuous improvement. Success in this position requires a proactive, detail-oriented professional with strong organizational skills, clear communication, and the ability to thrive in a fast-paced, collaborative environment.
Requirements
- Bachelor’s degree in business, public administration, or a related field preferred OR a combination of education and 5+ years of progressively responsible experience in administrative, compliance, or project coordination roles, preferably in a healthcare or regulatory environment.
- Intermediate level proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
- High level of integrity and discretion in handling confidential and sensitive organizational information.
- Exceptional organizational skills with the ability to think proactively and prioritize in a fast-paced work environment.
- Experience scheduling appointments and managing calendars.
- Professional-level written and verbal communication skills.
- Efficient time management skills, with the ability to meet deadlines and support organizational needs.
- Comfortable managing multiple tasks and projects concurrently.
- Self-directed and able to work independently with minimal supervision.
- Exceptional interpersonal and collaboration skills.
- May travel as needed.
- Commitment to HIPAA and ability to abide by standards of professional ethics and maintain confidentiality.
- Adherence to infection control procedures, including but not limited to, standard precautions of temperature monitoring, hand washing, symptom self-monitoring, masking and social distancing.
- Assist and support the Center/Department/Program to meet standards of High Reliability.
Responsibilities
- Administer the organization’s policy repository platform (e.g., PolicyStat), ensuring workflow routing, version control, system maintenance, and user access.
- Ensure compliance with organizational policy review requirements, including overseeing the full policy lifecycle—tracking review dates and expirations, coordinating annual and as-needed reviews, facilitating approvals, submitting finalized policies to the Board of Directors, and activating and communicating approved documents.
- Maintain and organize the inventory of active policies, approved organizational forms, and patient-facing documents.
- Provide coordination and documentation support to compliance-related committees, including Compliance, Risk Management, Safety, and Policy & Forms Committees—preparing agendas, recording minutes, tracking action items, and maintaining records.
- Schedule and coordinate meetings and appointments, resolving calendar conflicts and supporting communication between the Compliance Department and internal stakeholders.
- Support Compliance Department projects by coordinating timelines, tracking project metrics and performance, and ensuring timely execution in collaboration with department leadership.
- Develop and maintain project tracking tools such as spreadsheets, diagrams, and process maps to support project execution and monitoring.
- Prepare and format reports, presentations, and supporting materials; collect, analyze, and manage data relevant to compliance and risk initiatives as directed by the Compliance Officer.
- Assist the Compliance Officer with documentation, meeting coordination, and preparation of materials for internal and external audits or reviews, including compiling and organizing required compliance documentation.
- Support the use and administration of compliance-related systems (e.g., NAVEX, Tracers with AMP).
- Attend internal and external meetings, trainings, and conferences as needed.
- Respond to internal and external inquiries and provide timely, professional follow-up.
- Maintain effective communication and positive working relationships across departments and levels.
- Perform other related duties as assigned, considering departmental and organizational needs.
Benefits
- Regionally competitive salary
- Above average health benefits at reduced costs
- Company paid life insurance & long-term disability insurance
- Additional voluntary retirement plan with company match and no vesting schedule requirement
- Paid bereavement and jury duty leave
- 11 paid holidays per year
- Paid time off
- Paid sick leave
- Flexible Spending Program
- Company paid malpractice insurance for all providers
- Professional development hours offered annually
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
