Position Title:

Quality Assistant Department:

Quality Reports To:

Chief Quality Officer Date:

September 2026 Position Summary Under the direction of the Chief Quality Officer, the Quality Assistant provides administrative, communication, and project coordination support for quality improvement initiatives and departmental operations. This position serves as a key resource for coordinating meetings and conferences, preparing agendas and meeting minutes, creating and maintaining documents and communication resources, producing the Advisor newsletter, managing website updates, coordinating departmental communications, maintaining organized SharePoint folders and document libraries, and supporting data collection, tracking, and data entry processes. The Quality Assistant also serves as a departmental liaison to other WHA departments, including Finance, Government Relations, Education, and Communications, to ensure effective coordination, collaboration, and alignment on cross-functional initiatives and organizational priorities. The Quality Assistant interacts with a diverse group of internal and external stakeholders and routinely handles confidential and sensitive information. Success in this role requires exceptional organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities independently. A proactive approach to identifying process improvement is highly valued.

• Provide administrative, communication, and project coordination support for quality improvement initiatives and departmental operations.
• Coordinate and manage meetings, conferences, webinars, travel arrangements, and other department activities, including scheduling, logistics, materials preparation, and follow-up activities.
• Create and execute basic project management plans, monitor timelines, track deliverables, and support the successful completion of departmental initiatives.
• Prepare meeting agendas, record and distribute meeting minutes, document action items, and support effective project and committee management.
• Draft, edit, format, proofread, and distribute a variety of communications and materials, including newsletters, correspondence, reports, presentations, handouts, brochures, toolkits, charts, tables, graphs, and other resources, ensuring accuracy, clarity, and professional quality.
• Develop, publish, and manage the Advisor newsletter and other department publications.
• Coordinate and respond to requests for information from internal and external stakeholders, providing timely and professional written, electronic, or verbal communication.
• Manage and update department website content and online resources to ensure information is accurate, current, accessible, and aligned with organizational standards; provide and maintain user access to secure website areas as needed.
• Establish, maintain, and continuously improve electronic filing systems, SharePoint sites, folders, and document libraries to ensure document accessibility, organization, version control, and compliance with organizational policies.
• Assist with survey development, data collection, data entry, validation, tracking, and basic analysis; prepare reports, spreadsheets, dashboards, and visualizations using Excel and other software tools.
• Support quality measurement, reporting, and performance improvement activities through data management and administrative support.
• Serve as a liaison between the Quality department and other WHA departments, including Finance, Government Relations, Education, Communications, and external organizations, to facilitate coordination, collaboration, and alignment on cross-functional initiatives and organizational priorities.
• Build and maintain effective working relationships with a diverse range of stakeholders, including managers, directors, executives, physicians, nurses, hospital staff, and external partners.
• Collaborate effectively as a member of a team while independently managing assigned responsibilities, priorities, and deadlines.
• Support department leadership and staff with special projects and perform other job-related duties as assigned. Minimum required education, background, and skills
• Associate's degree required; bachelor's degree preferred.
• Degree in business administration, healthcare administration, communications, public health, or a related field is preferred.
• Minimum of 2-3 years of progressively responsible administrative, project coordination, communications, or related professional experience.
• Experience working with executives, senior leaders, or cross-functional teams.
• Knowledge of business functions, basic project management and the meeting planning process.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
• Strong written and oral communication skills.
• Demonstrated analytical skills, including ability to collect, organize, summarize and present data using tables, charts and graphs.
• Must have knowledge of office administrative procedures. Experience in the use and operation of standard office equipment including copier, printers, phone conferencing and webinar set up, etc.
• Ability to learn additional software applications such as survey tools and project management databases.
• Experience managing website content posting, page template modification, and management.
• High level of attention to detail required in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Must have a high level of interpersonal skills to handle sensitive and confidential situations.
• Position continually requires demonstrated poise, tact and diplomacy with a focus on meeting customer needs. Physical Requirements and Work Environment
• Primarily performs work in a professional office environment with prolonged periods of sitting and working at a computer.
• Frequently uses keyboard, computer, telephone and other standard office equipment.
• Must be able to communicate effectively in person, by telephone, video conferencing, and email.
• Occasionally required to stand, walk, bend, reach, stoop, and move throughout meeting and event venues.
• Must be able to carry, lift, and transport materials, supplies, equipment weighing between 25-50 pounds.

Reasonable accommodation may be made to qualified individuals with disabilities to perform the essential functions of the position.

Pay:

$22.00 - $28.00 per year

Work Location:

In person