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TITLE: Associate Administrator, Ambulatory Accreditation
SUBSIDIARY: Institute for Medical Quality
DEPARTMENT: Ambulatory Accreditation
REPORTS TO: Administrator, Ambulatory Accreditation
LOCATION: San Francisco
EXEMPTION STATUS: Full time, exempt
This job description reflects the general nature of the job. It is not intended to be all-inclusive.
This position participates in the operations, marketing, and development of the growing Ambulatory Accreditation program. Working under the direction of the Administrator, Ambulatory Accreditation, the Associate Administrator is responsible for activities related to the day-to-day operations of the program, including contact with facilities, review and analysis of accreditation applications, and preparation of survey reports and decision reports for the Ambulatory Accreditation program. This position supports the VP, Ambulatory Accreditation, in preparing applications to state authorities and special projects, such as the OOSS Collaborative Partnership.
· Responds to inquiries about the program from surveyors, physicians, and health care organizations.
· Has on-going communication with surveyors, physicians, and staff of accredited facilities, and sends appropriate notifications for reaccreditation and required reports.
· Manages the interim report review process and the maintenance of quality process, prepares information for review by the surveyors and the ACRC.
· Tracks survey reports from the surveyors. If information is incomplete or inconsistent, contacts the surveyor for clarification, and prepares ACRC report documents.
· Works with the Administrator to prepare and distribute ACRC agenda materials, attends committee meetings, takes notes, prepares minutes, and prepares accreditation materials for facilities based on committee decisions.
· Assists the Administrator with re-appointment of surveyors and planning for surveyor training.
· Working with the VP, Ambulatory Accreditation, prepares applications to state authorities to become a deeming authority. Has excellent competency in internet research and Microsoft Office, Visio (flowcharts), Access (database), and QuickBooks. Has great time management and organizational skills.
· Working with the VP, Ambulatory Accreditation, compiles and tabulates evaluations from the OOSS Project.
· Collaborates with the Program Coordinator to ensure the smooth flow of work processes and meeting deadlines.
· Innovates and develops methods for program efficiency and effectiveness.
· Provides general administrative support: answers phones, makes copies, and scans documents.
· Other duties as assigned.
Primary contacts with program staff, surveyors, and facility personnel. Contact with IMQ staff as appropriate, to seek common approaches to survey programs.
The ideal candidate will :
· Have a Bachelor’s degree. Master’s degree is a plus.
· Use critical thinking skills, with the ability to review and evaluate documents for compliance with standards and program regulations.
· Have three or more years’ experience performing similar duties and responsibilities.
· Utilize excellent oral and written communication skills.
· Use an exemplary customer service approach in communicating with internal and external stakeholders.
· Be a skilled and resourceful problem solver, with ability to quickly adapt to changing priorities.
· Be comfortable working in a small organization.
· Use strong organizational abilities to handle multiple tasks, priorities, and directions.
· Design efficient work processes to accomplish tasks.
· Work with minimum supervision.
· Have superior computer skills with competency in MS Office Suite, including ACCESS and QuickBooks. Excellent internet research skills.
· Employ a detail-oriented approach to work.
· Effectively participate as part of a team.
· Have familiarity with medical terminology and the health care environment.
Works under the direction and supervision of the Administrator, Ambulatory Accreditation Programs.
Personal computer, printing and copying machines, telephone.
Occasional in-state travel to IMQ meetings and conferences.
TITLE: Executive Assistant
DIVISION: Institute for Medical Quality LOCATION: SF
REPORTS TO: President and CEO EXEMPTION STATUS: Exempt
This job description reflects the general nature of the job. It is not intended to be all inclusive.
The Executive Assistant reports to the CEO and provides support to the Institute, including office operations and direct support for the President and CEO and Board of Directors. Coordinates with other IMQ program staff.
▪ Provide support to Board of Directors, including drafting meeting minutes
▪ Coordinate all logistics of the Board of Director meetings: organize , print, and distribute electronic and hard copy materials for the Board meeting.
▪ Provide administrative and clerical support to President & CEO, including maintaining calendar, setting up appointments/meetings, preparing meeting materials, and conducting periodic research and information retrieval
▪ Work with IT vendor to assure that computers and software meet the needs of all employees; serve as liaison between staff and IT provider to solve miscellaneous IT and phone issues
▪ Serve as a liaison with CMA Finance Department and monitor IMQ cash flow/ financials
▪ Complete check requests, expense reports, bank deposits; reconcile company credit card monthly
▪ Manage AP/AR in QuickBooks. Assist in coding funds to the proper accounts, monitoring and tracking expenditures, and providing financial reports. Serve as resource to staff regarding Quick Books software, ensuring consistent reporting
▪ Assist with the organization and production of the yearly budget
▪ Answer main phone line, respond to routine requests for information, and refer inquiries to appropriate staff
▪ Order supplies and monitor inventory; restock supplies as needed
▪ Negotiate and contract with various supply and service entities
▪ Coordinates communication regarding office operations and provide orientation and training for new staff. Review established office practices & procedures and recommend, when appropriate, new operating procedures
▪ Coordinate and oversee equipment maintenance and repair
▪ Update IMQ website as needed
▪ Maintain a detailed filing system
▪ Maintain master calendar of IMQ’s activities and weekly schedule of staff activities
▪ Other duties as assigned by the President & CEO
Extensive contact with physicians, health care professionals and the general public responding to telephone and written inquiries. Regular contact with other persons within the Institute and the CMA on routine matters and special projects.
▪ Associate’s or bachelor’s degree preferred
▪ Three years or more in an executive, finance, or related assistant role
▪ Strong critical thinking skills with proven attention to details
▪ Ability to establish and maintain effective on-going working relationships
▪ Ability to organize and prioritize work and information efficiently and effectively
▪ Ability to communicate effectively in oral and written communications
▪ Thorough knowledge of office practices and procedures, and ability to recommend and implement ways to enhance efficiencies
▪ Pleasant telephone demeanor
▪ Advanced proficiency in MS Office skills including Outlook, Word, Excel, and PowerPoint
▪ Knowledge of Quick Books and basic bookkeeping policy and procedures
▪ Ability to negotiate and communicate with outside entities
▪ Discretion in handling confidential information
▪ Ability to train administrative staff
▪ Works with minimum supervision
▪ Ability to update website
Works under the general direction of the President & CEO following established policies and procedures
Personal Computer, multi-line telephone, copier, fax, scanner, printers, and postage machine
Normal clerical requirements