Executive Assistant- Quality Improvement

Beacon Mental Health; Kansas City (MO); On-site; USD 36,000 - 48,000; Full time

Job summary

Beacon Mental Health in Kansas City is seeking an organized administrative professional to support the Chief Quality and Compliance Officer and assist with quality improvement, health information management, compliance, privacy, credentialing, and governance documentation.

You will coordinate projects, manage documents, maintain records, prepare minutes, and support audits and training in a collaborative, professional environment.

Qualifications

• High School Diploma or equivalent required.
• Associates or Bachelor’s degree preferred.
• Professional administrative certification, such as CAP, preferred.
• 1–3 years of related administrative experience required, including supporting a director-level or executive-level position.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Ability to handle sensitive and confidential information with discretion.

Responsibilities

• Provides administrative support for the CQCO and related agency operations.
• Assists with data entry, tracking, and basic data analysis.
• Prepares and maintains meeting minutes for committees and departmental meetings.
• Prepares, organizes, and distributes documents and meeting materials.
• Maintains electronic records and credentialing files, audit reports, and related docs.
• Assists with filing, mailings, and routine correspondence.
• Drafts emails and communications for CQCO.
• Backups for front desk receptionist as needed.
• Supports audits, monitoring activities, and related documentation.
• Assists with data cleanup and data quality projects.
• Maintains data in e-learning systems and assigns training.
• Supports credentialing and privileging activities.
• Tracks incident reports and follow-ups.
• Maintains Provider Agreements and Board-related correspondence.
• Tracks Conflict of Interest disclosures and Business Associate Agreements.

Skills

Organizational skills

Time management

Customer service

Verbal & written communication

Adaptability

Multitasking

Education

High School Diploma

Associates or Bachelor's degree preferred

CAP certification preferred

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

OneNote

Planner

To Do/Tasks

Forms

OneDrive

Microsoft Copilot

Job description

POSITION SUMMARY

Provides administrative support to the Chief Quality and Compliance Officer (CQCO) and supports functions related to Quality Improvement, Health Information Management, compliance, privacy, credentialing, governance documentation, and other assigned agency operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

Core Requirements

• Coordinates and manages assigned projects and administrative activities.
• Performs data entry, tracking, and basic data analysis as assigned.
• Prepares and maintains meeting minutes for assigned committees and departmental meetings.
• Prepares, organizes, and distributes documents and meeting materials as assigned.
• Scans, organizes, and maintains electronic records, including accounting source documents, credentialing files, audit reports, and other assigned documentation.
• Assists with electronic and paper filing, mailings, routine correspondence, and recordkeeping as requested.
• Drafts emails and other communications as directed by the CQCO.
• Serves as a resource and facilitates internal and external administrative needs directed to the CQCO.
• Serves as a backup for the telephone receptionist as needed.
• Tracks identified overpayments and monitors completion of required refunds within established timeframes.
• Provides administrative support for audits, monitoring activities, and related documentation.
• Assists with data cleanup and data quality projects as directed by the CQCO.
• Assists with maintaining data in the e-learning system and assigning required training.
• Provides administrative support for credentialing and privileging activities as assigned.
• Assists with incident report tracking, documentation, and follow-up.
• Assists with tracking and renewal of Provider Agreements with contract providers and contract agencies as directed by the CQCO.
• Assists with tracking and maintenance of required correspondence and documentation for new and current Board members as directed by the CQCO.
• Assists with tracking and renewal of Conflict of Interest disclosures for the agency and Beacon Boards as directed by the CQCO, including obtaining updated disclosures when notified of new potential conflicts.
• Assists with tracking and maintaining documentation of Business Associate Agreements as directed by the CQCO.
• Assists the Privacy Officer with tracking HIPAA breaches and violations as directed by the CQCO.
• Provides administrative support for electronic risk assessment documentation in coordination with the CIO and CQCO.
• Demonstrates professional conduct and courtesy in interactions with colleagues, clients, and the community as a representative of Beacon.
• Performs other duties as assigned by the CQCO.

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

Education/Certifications:

• High School Diploma or equivalent required.
• Associates or Bachelor’s degree preferred.
• Professional administrative certification, such as Certified Administrative Professional (CAP), preferred.

Experience Required:

• One to three years of related administrative experience required, including experience supporting a director-level or executive-level position.

Required Knowledge:

• Demonstrated ability to manage multiple priorities and meet established deadlines.
• Ability to handle sensitive and confidential information with discretion and sound judgment.

Skills/Abilities:

• Proficiency with core Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams. Familiarity with or ability to effectively use Microsoft 365 collaboration and productivity tools such as OneNote, Planner, To Do/Tasks, SharePoint, OneDrive, and Forms. Ability and willingness to learn and appropriately use emerging Microsoft 365 tools, including Microsoft Copilot, as adopted by the agency.

• Strong organizational and time management skills.
• Ability to manage multiple priorities and coordinate day-to-day activities across multiple functions.
• Ability to remain engaged, adaptable, and professional in a changing work environment.
• Excellent customer service and verbal and written communication skills, with the ability to interact effectively with a wide variety of people.
• Experience with DocuSign, Adobe Acrobat Pro, and Canva preferred.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is frequently at a desk working with a computer and is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.