Virtual Assistant – Compliance and Training Officer for a Disability Services and Support Organization in the US (Home Based Full Time)

Virtual Coworker•Washington, DC

2d•Remote

About The Position

This is a full-time, home-based position for a Virtual Assistant – Compliance and Training Officer at a Disability Services and Support Organization in the US. The role involves maintaining organized electronic filing systems, managing compliance records, tracking training, and supporting onboarding/offboarding processes.

Requirements

Proficiency in maintaining organized electronic filing systems and records.
Experience with sending reminder emails and verifying document submissions.
Ability to update training dates on platforms like Paychex.
Experience ensuring training records are current and properly maintained on systems like SharePoint.
Skill in monitoring and tracking expiration dates for personnel documentation and licenses/certifications.
Proficiency in updating employee data on platforms and uploading documents.
Ability to help ensure forms, policies, and procedures are updated and distributed.
Experience scheduling employee trainings, orientations, and refresher courses.
Ability to maintain and update training attendance records and completion dates.
Experience updating staff tracking sheets.
Strong communication skills for interacting with house managers, QIDPs, and RNs regarding documentation.
Proficiency in maintaining spreadsheets for tracking deliverables.
Ability to maintain secure storage and proper management of confidential compliance records.
Accuracy in maintaining employee data and compliance files.
Experience supporting onboarding and offboarding compliance processes.
Willingness to perform other administrative duties as assigned.

Nice To Haves

Experience in a Disability Services and Support Organization.
Familiarity with QIDPs and RNs roles and responsibilities.
Knowledge of Phase III & Phase IV training requirements.
Experience with DDS regulations.
Familiarity with IMC processes.
Experience with Keylogs.

Responsibilities

Maintain organized electronic filing systems and records.
Send reminder emails to QIDPs and RNs for quarterly and court reports, and verify their submission.
Send monthly reminder emails to consultants for clinical quarterly assessments and verify their submission.
Update staff training dates on the Paychex platform.
Ensure staff and persons supported training records are current and properly maintained on SharePoint.
Submit documentation requests to IMC as needed.
Monitor and track expiration dates for employee personnel documentation and clinician licenses/certifications, notifying supervisors of upcoming renewals.
Ensure staff personnel documentation is updated promptly on Paychex and uploaded to SharePoint.
Help ensure forms, policies, and procedures are updated and distributed.
Schedule employee trainings, orientations, and refresher courses.
Send reminder emails to house managers for Keylogs and ensure they are submitted and saved on SharePoint.
Maintain and update training attendance records and completion dates.
Update Staff tracking sheets with new hires, transfers, and separations.
Communicate with house managers, QIDPs, and RNs regarding missing documentation or overdue training deliverables.
Maintain spreadsheets to track completion and outstanding deliverables for QIDP and RN documentation.
Maintain secure storage and proper management of confidential compliance records and documentation in SharePoint.
Maintain accuracy of employee data and compliance files.
Support onboarding and offboarding compliance processes.
Perform other administrative duties assigned by the Compliance and Training department.