The Center for Adoption Support and Education (C.A.S.E.) is a national leader in mental health services for the adoption, foster, and kinship care community. We envision a world where every child and family connected to adoption, foster, and kinship care thrives, embracing our individual and collective diversity. We improve the well-being and permanence of children and their families by delivering adoption-competent mental health services, training a national network of professionals, and informing the field through research and advocacy. We work nationally to build the capacity of States, Tribes, and territories to create competent systems and service arrays and improve access to those services. For over 25 years, C.A.S.E. has combined best practices and innovation to provide specialized individual and family therapy, psychiatric services and support groups, education, and training. We have become a local, national, and international resource for adoptive, kinship, and foster families and the professionals who support them. C.A.S.E. set out in 2021 on a new strategic direction to grow our clinical and training programs into our Academy for Elevating Clinical Practice in Permanency. It is an exciting time as we grow our evidence-based, adoption-competent clinical model and our accredited, award-winning training programs nationwide. C.A.S.E has an annual budget of $14M and a staff of 70+ employees. Position Summary The Quality Assurance Specialist is responsible for managing all aspects of quality in client serving programs using a data-driven focus. The primary objective of this role is to ensure that quality targets are created, and quality assurance and quality improvement strategies are developed and managed. All improvement efforts will be aligned with best practice and ongoing strategic goals. This position will assess, identify and write policies and procedures for client serving programs. This position will monitor QA/QI in the client serving divisions through audits, checklists, and other continuous quality improvement activities. This position will also support advancement of Penelope (EMR) capacities to improve data entry, collection and reporting. It will also support the drafting of grant reports specifically as it relates to data reporting. This position will accomplish these tasks through effective working relationships with, and in consultation with, the Direct Services Supervisors and Directors that lead and manage client services as well as external parties as needed. The Quality Assurance and Compliance Specialist is a manager-level individual contributor housed within Operations and reporting to the Chief Operating Officer. The position supports organization-wide quality assurance, grant and contract compliance, documentation, data quality, and compliance monitoring across C.A.S.E.'s programs, service lines, administrative functions, and organizational initiatives. While the role maintains a strong connection to direct service quality assurance and behavioral health documentation standards, it is designed to provide broader enterprise-level support as C.A.S.E.'s compliance infrastructure continues to grow. This position monitors active grant and contract requirements, supports high-level tracking of deadlines and deliverables, maintains organized compliance documentation, and helps identify trends, risks, and opportunities for improvement. The Quality Assurance and Compliance Specialist works in partnership with program and department leaders, Finance, Advancement, HR, data consultants, and other internal stakeholders as needed. External communication with funders, auditors, monitors, or contract officers generally occurs through the COO, program leader, or another designated organizational leader, with this position supporting preparation and follow-up as appropriate. The role supports C.A.S.E.'s quality and compliance infrastructure by monitoring documentation practices, data quality, grant and contract deliverables, reporting readiness, and issue resolution. The position contributes data and compliance information for leadership reporting, board updates, grant reporting prepared by others, and data-informed improvement efforts, including PDSA cycles. The Quality Assurance and Compliance Specialist is expected to serve as a collaborative peer partner to leaders, address compliance or documentation concerns with individual staff members when appropriate, involve the department head or COO as needed, and support follow-up, corrective action, and escalation when requirements are not being met. Essential Duties + Responsibilities Under the direction of leadership and in coordination with the directors of direct service programs, leads and manages , the development and implementation of the quality assurance program. Ensures that the goals and objectives of the quality assurance program are aligned with the organizational strategic plan and include rationale for prioritization of focus areas. Works with leadership, as designated, to identify performance improvement targets to improve the quality, service, and efficiency of client serving programs. Focuses on monitoring and continuously improving client satisfaction, safety, and quality of care. Provides expert support for organizational QA/QI requirements. Will create annual QA/QI targets in each client serving program. Will identify and draft Standards Operating Procedures (SOPs) as needed in service areas to improve QA efforts. Conducts spot audits to assess compliance and supports external contract audits. Assesses areas for ongoing training and work with staff training team to implement. Supports data collection and reporting needs to meet regulatory compliance requirements. Supports teams and programs to understand and improve workflow to maximize function. Provide leadership for implementing changes targeted at systems improvement. As appropriate, measures and evaluates attainment of results and monitors for continuous achievement and improvement. Ensures documentation of all quality assurance activities. Creates and manages quality assurance reporting protocols. Ensures organizational compliance with licensure and regulatory standards. Prepares and presents quality assurance reports. Updates policies annually or as needed. Drafts sections of grant reports related to quality assurance needs. Liaises with data consultant as necessary to perform role and makes recommendations on improvements related to use of Penelope. Monitor organization-wide compliance with active federal, state, county, and private grants and contracts, including reporting deadlines, deliverables, documentation requirements, evidence of services, and follow-up needs. Maintain centralized digital tools that track key grant and contract obligations, deadlines, owners, corrective actions, and follow-up status. Maintain organized compliance documentation to support grant reporting, funder monitoring, contract review, internal review, and leadership oversight. Conduct routine and spot reviews across programs and departments to assess documentation quality, data accuracy, grant and contract deliverables, participant or service eligibility, evidence of services delivered, required approvals, and related compliance indicators. Monitor established workflows, procedures, and documentation expectations to determine whether required practices are being followed and to identify gaps, risks, or opportunities for improvement. Support high-level monitoring of grant and contract deliverables and, with the help of program leaders and those involved in grant or contract implementation, translate requirements into practical expectations for documentation, data collection, ownership, timelines, and reporting readiness. Coordinate with Finance as needed to support grant and contract documentation or reporting needs, while recognizing that fiscal audits and financial compliance reviews are led by Finance and designated auditors. Prepare information, documentation, and summaries to support leadership responses to funder monitoring, contract reviews, audit-related requests, or other compliance inquiries. Support internal leadership and board-facing reporting on compliance status, quality assurance trends, data quality issues, grant and contract risks, corrective actions, and improvement efforts. Use organizational data systems, Power BI dashboards, EHR data, digital reporting files, and other tracking tools to monitor trends, identify gaps, and support data-informed decision-making. Help define data quality standards as part of a cross-functional team, including expectations for what data must be entered, by whom, by when, how accuracy is reviewed, and how data issues are corrected or escalated. Support continuous quality improvement by supplying data, monitoring compliance trends, identifying patterns, and participating in PDSA and other improvement conversations with program and department leaders. Partner with leaders across C.A.S.E.'s programs, service lines, administrative functions, and organizational initiatives to strengthen quality, compliance, and accountability practices. Identify training needs based on audits, compliance trends, documentation gaps, reporting issues, and data quality concerns, and partner with program leaders, HR, or other designated leaders to support training and follow-up. Address follow-up and corrective action when compliance, quality, documentation, data, grant, or contract expectations are not being met, including concerns involving individual staff members when appropriate, while keeping the COO and relevant program or department leader informed and included. Distinguish between routine documentation or data issues, recurring compliance patterns, and higher-risk concerns requiring leadership attention, and escalate unresolved or significant concerns through established organizational channels. Supply data, documentation, and compliance information for grant reports, contract reports, internal updates, and quality assurance summaries prepared by designated leaders or departments. Participate in review of draft grant or contract language when requested, particularly to identify operational, documentation, data, reporting, or compliance considerations that may affect implementation. Support general accreditation readiness and organizational compliance efforts without serving as the sole owner of accreditation, licensure, or regulatory interpretation. Perform other related duties as assigned in support of C.A.S.E.'s quality assurance, compliance, grant management, contract management, and operational infrastructure. Support the continued development of C.A.S.E.'s compliance infrastructure, including tools, routines, accountability practices, and future team-building needs as the function grows.
