Quality Compliance Administrative Specialist - Quality Management

Montage Health•Monterey, CA

12d•Onsite

About The Position

Under the leadership of the Director of Quality Management, the Quality Compliance Administrative Specialist provides high‑level administrative, operational, and technical support to the Quality Management Department. This role is responsible for managing complex administrative activities, supporting regulatory and quality initiatives, and ensuring the effective coordination of departmental operations. The position requires strong attention to detail, discretion, and the ability to manage sensitive and confidential information while supporting organizational quality and compliance goals.

Requirements

2–3 years of related experience as an Administrative Specialist, preferably in healthcare or quality management settings.
Experience with data tracking, document control, and quality assurance-support systems.
Proven ability to work under minimal supervision and manage complex assignments.
High school diploma or G.E.D., or equivalent work experience.
Advanced proficiency in MS Word, Excel, and PowerPoint.
Experience with calendar management via Outlook.
Understanding of HIPAA regulations.

Nice To Haves

Some college coursework or business/hospital administration courses preferred.
Familiarity with Lean principles (e.g., 5S, PDCA, standard work).
Experience managing policy and contract platforms.
Experience with document control processes and electronic filing.
Experience with Teams pages.

Responsibilities

Manage daily clerical and administrative operations for the Quality Management Department.
Prepare, edit, and maintain documents, reports, correspondence, and presentations with advanced proficiency in MS Word, Excel, and PowerPoint.
Coordinate department schedules, meetings, and communication, including calendar management via Outlook.
Greet visitors, manage communications, and respond to inquiries with professionalism and accuracy.
Maintain confidential records in compliance with hospital and regulatory policies (e.g., HIPAA).
Manage the agenda development, presentation routing, meeting coordination, and logistics for the Interdisciplinary Quality Committee.
Prepare and distribute meeting minutes, track follow-up items, and ensure action items are completed.
Assist with the development, formatting, and management of departmental and committee presentations.
Maintain and oversee the IQC Teams page, ensuring accurate posting of documents, agendas, minutes, and resources.
Manage the organization’s policy platform, including updates, workflows, version control, notifications, and ensuring departmental adherence to policy review cycles.
Oversee the contract management platform for organization, including tracking renewals, ensuring documentation accuracy, monitoring timelines, and coordinating with internal stakeholders.
Support document control processes including SOPs, forms, audit schedules, and compliance documentation.
Support quality assurance processes such as data collection, tracking non‑conformances, monitoring corrective and preventative actions, and preparing compliance reports.
Apply Lean principles (e.g., 5S, PDCA, standard work) to promote efficiency and continuous improvement.
Provide technical assistance for quality and compliance documentation, electronic filing, spreadsheets, and internal dashboards.
Assist leadership with producing metrics, summaries, graphic displays, and reports to support decision‑making.
Manage inventory of office supplies and departmental expenses; prepare purchase orders and assist with budget reconciliation as needed.
Demonstrate proper email and calendar etiquette, including timely responses and professional communication.
Uphold a culture of safety, teamwork, transparency, and respect while supporting continuous improvement initiatives.