Admin Assistant - Clinical / QA Services (Per Diem)

Cataldo Ambulance Service Inc.; Malden (MA); On-site; USD 40,000 - 50,000; Full time

Job summary

Cataldo Ambulance Service Inc. in Malden, Massachusetts, is seeking an Admin Assistant for Clinical and QA Services. This position supports the operational efficiency of clinical and quality assurance teams in a healthcare environment, ensuring smooth communication and documentation flow.

The ideal candidate will manage schedules, assist with compliance documentation, and contribute to high-quality patient care. With relevant experience and strong organizational skills, they play a vital role in supporting clinical professionals.

Qualifications

• 2 years of administrative experience, preferably in a clinical, healthcare, or quality assurance environment.
• Familiarity with regulatory standards such as OEMS, DPH, and associated guidelines.
• Ability to work independently and as part of a multidisciplinary team.

Responsibilities

• Manage and organize clinical and QA documentation, ensuring accuracy and compliance.
• Coordinate meetings and appointments for clinical and QA team members.
• Assist with audit preparation and documentation for regulatory bodies.

Skills

Organizational skills

Communication skills

Analytical skills

Attention to detail

Education

High school diploma or equivalent

Associate's degree or equivalent working experience preferred

Tools

Microsoft Office Suite

Job description

The Admin Assistant - Clinical / QA Services plays a supportive role in supporting the operational efficiency of clinical and quality assurance teams within a healthcare and Emergency Medical Services environment. This position ensures that administrative tasks are managed accurately and promptly, facilitating smooth communication and documentation flow between departments. The role involves coordinating schedules, managing records, and assisting with compliance documentation to uphold regulatory standards. By providing reliable administrative support, the assistant enables clinical and QA professionals to focus on their core responsibilities, ultimately contributing to the delivery of high-quality patient care and product safety. This position requires a detail-oriented individual who can handle multiple tasks simultaneously while maintaining confidentiality and professionalism.

Key Responsibilities

• Manage and organize clinical and QA documentation, ensuring accuracy and compliance with regulatory requirements.
• Coordinate meetings, appointments, for clinical and QA team members.
• Assist in the preparation and distribution of reports, presentations, and correspondence related to clinical and quality assurance activities.
• Maintain databases and filing systems to ensure easy retrieval of clinical and QA records and distribute documentation to required departments.
• Serve as a liaison between clinical, QA teams, and other departments to facilitate effective communication and workflow.
• Support the onboarding process for new clinical and QA staff by preparing necessary documentation and training materials.
• Complete credential verification for new hires and annual renewals.
• Ensuring credentials are verified on or prior to the expiration as required.
• Documenting verified non-renewals and completing required communications and associated documentation to ensure all responsible parties are advised in a timely manner.
• Assists in sending notifications prior to renewal, and follow up notices and related communications, and/or lists as required.
• Track and follow up on action items from meetings to ensure timely completion.
• Assist with audit preparation and preparing documents for information requests from regulatory bodies as needed.
• Maintains knowledge of and complies with all company policies, procedures, and guidelines at all times.
• Must maintain a reliable attendance record
• Completes other duties as requested and assigned

Education

• High school diploma or equivalent;
• Associate’s degree or equivalent working experience preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills.

Licensure, Certification, Registration

• NA
• Certified or proficient in Microsoft applications such as Excel, power point, etc. preferred

Experience

• 2 years of administrative experience, preferably in a clinical, healthcare, or quality assurance environment.
• Experience working in clinical and/or quality assurance within the healthcare industry.
• Familiarity with regulatory standards such as OEMS, DPH and associated guidelines.
• Knowledge of electronic document management systems and electronic recordkeeping
• Ability to work independently and as part of a multidisciplinary team.
• Minimum of 2 years of experience with computer systems required, including web-based applications and some Microsoft Office applications preferred.

Knowledge, Skills and Abilities

• Strong organizational abilities are essential for managing schedules, preparing documentation, and maintaining accurate records on a daily basis.
• Effective communication skills enable the assistant to coordinate between clinical and QA teams and other departments, ensuring clear and timely information exchange.
• Attention to detail is critical when handling regulatory documents and audit preparations to maintain compliance and avoid errors.
• Communicate effectively, both verbally and in writing; ability to understand and carry out verbal and written instructions.
• Analytical skills to gather and interpret data
• Ability to exercise sound judgment and discretion at all times
• Preferred skills like familiarity with regulatory standards and electronic document management systems enhance the assistant’s ability to support specialized clinical and QA processes efficiently. Together, these skills ensure the administrative functions contribute to the overall success and compliance of clinical and quality assurance operations

Requirements

• Must be 18 years of age
• Ability to meet the essential duties and physical, mental and sensory requirements of the position at all times.
• Comply with UDS drug screening at any and all times
• Satisfactory background check and MA CORI (Criminal Offender Record Information), verification may be required annually.
• Verification of an acceptable motor vehicle driving record, verification required annually.

Physical Requirements

The physical demands described here are representative of those that must be met and maintained by an employee to successfully perform the essential functions of the job. The position requires significant physical strength, dexterity and the ability to function in very adverse environments.

Primarily requires high manual dexterity, near-acuity vision for screen work, and the ability to sit for extended periods (roughly 80% of the day) while handling, typing, and reaching for documents. Mental requirements include strong organizational, communication, and multitasking skills. Physical tasks occasionally involve bending and occasionally lifting up to 10-25 pounds.