Program Associate, Quality Assurance (Documentation)
About The Position
Join our team as a Program Associate, Quality Assurance (Documentation), a role that provides essential administrative support to the Practice Assessment team and Quality Assurance department. This role is responsible for coordinating practice assessment activities, including managing assessment documentation for Practice Advisors and handling related correspondence. The Program Associate also supports registrants with documentation submissions, maintains departmental records and files, and contributes to continuous quality improvement initiatives. In addition, this role serves as a key point of contact for inquiries, responding to phone and email requests and directing them appropriately to ensure efficient and effective communication. This is a Contract position for approximately 15 months.
Requirements
- Must have 2-3 years recent relevant experience in an administrative or pharmacy related role
- Excellent communication skills both written and verbal with proven ability to draft clear correspondence
- Excellent time management and organizational skills
- Ability to prioritize workload based on organizational risk and public protection
- Ability to solve problems independently and a willingness to tackle new challenges and upgrade skills when required
- Tact and diplomacy; ability to deal effectively with difficult people over the telephone and through correspondence
- Judgement and discretion; ability to maintain the confidentiality of sensitive file material and information
- Working knowledge of MS Office application at an intermediate level is required. Including Microsoft Office 365, Word, SharePoint, Excel, OneNote, and Outlook
- Working administrator knowledge of Microsoft Teams
- Team player with solid interpersonal skills combined with winning customer service attitude
Nice To Haves
- Experience as a pharmacy technician is strongly preferred to identify and organize records submitted appropriately and triage questions regarding documentation being requested by the Advisors
- Experience in a regulatory environment is an asset
- College diploma in a related field such as business, administration or equivalent
Responsibilities
- Support the Practice Advisors by coordinating pre-assessment documentation submissions related to practice assessments
- Assist Advisors to ensure that requested documentation examples are received in a timely manner and before due date. Follow up on insufficient or late pre-assessment material. Maintain a filing system for documentation submissions
- Complete a pre-screen of submitted documents to ensure that they are organized and appropriate as requested by the Practice Advisors’ team
- Monitor automated reminder letters when necessary
- Draft and distribute general correspondence while ensuring the accuracy and presentation of the information (e.g. draft template letters, create spreadsheets, create and maintain manuals, and process documents)
- Manages the information they collect, create, and use in support of operational needs, regulatory responsibilities, and program and service outcomes
- Applies information management policies, procedures, and best practices, in the managing of information assets they create, collect or receive during business activities
- Demonstrates understanding and compliance with the OCP Privacy Policy
- Listens actively to registrants, demonstrates an understanding of registrant needs and fosters effective two-way communication
- Prioritizes own work to meet registrant needs within agreed and sometimes tight timelines
- Provide administrative support for operational software systems for both internal and external system partners
- Demonstrates an understanding of own role and responsibility and those of other partners involved in providing client services
- Acts and models behaviors aligned with the Mission, Goals, Values and Strategic Priorities of the organization
- Other reasonable duties as assigned by the Practice Advisor Lead & Manager, Quality Assurance
Benefits
- Requests for accommodations can be made at any stage of the recruitment process.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
