Quality Assurance Coordinator (60357)

Quality Assurance Coordinator

The Quality Assurance (QA) Coordinator is responsible for supporting the organization's compliance and quality assurance functions across programs and services. This role ensures that operations consistently adhere to internal policies, external regulations, and established quality standards. The QA Coordinator will conduct file reviews, monitor data integrity, support database transitions, and provide technical assistance to staff. While a primary focus will be the Supportive Services for Veteran Families (SSVF) program, the QA Coordinator is expected to strengthen compliance practices and promote continuous improvement across the organization.

Essential Functions :

• Conduct regular, detailed reviews of client case files to verify eligibility, documentation accuracy, and timeliness of service entries.
• Ensure all services provided comply with federal, state, and local funder requirements as well as internal Standard Operating Protocols.
• Identify non-compliance issues or missing documentation and communicate findings with Program Managers and QA leadership.
• Support program teams in preparing for audits, monitoring visits, and regulatory reviews.
• Verify accuracy and consistency of data across case management systems and reporting platforms.
• Assist with system transitions, including transferring records, validating data, and supporting staff with client entry questions.
• Generate and maintain compliance reports, tracking trends, and documenting recurring issues.
• Provide guidance and training to staff on documentation standards, data entry practices, and compliance expectations.
• Assist Program Managers with case file review requests and provide ongoing technical support.
• Promote best practices to strengthen staff capacity for accurate reporting and record-keeping.
• Support the development, revision, and dissemination of organizational compliance policies and procedures.
• Stay informed of evolving funder requirements, program regulations, and internal protocol updates.
• Participate in agency-wide quality improvement initiatives and recommend strategies to improve compliance and efficiency.
• Maintain confidentiality of all client and organizational information in accordance with federal and agency standards.
• Model accountability, ethical conduct, and integrity in all aspects of compliance-related work.

Competencies :

Supervisory Responsibility :

This position has no direct supervisory responsibilities but may serve as a coach and mentor for other positions in the organization.

Work Environment :

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptops, photocopiers, and smartphones.

Physical Demands :

The physical demands described here represent those that an employee must meet to perform this job's essential functions successfully. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. In addition, this position would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary and perform work at a computer for extended periods.

Position Type / Expected Hours of Work :

This is a full-time position. Days and work hours are Monday through Friday, 8 : 00 am to 5 : 00 pm. Occasional evening and weekend work may be required as job duties demand.

Travel :

Minimal travel is expected for this position.

Required Education, Experience, or Eligibility Qualifications :

Associate's degree with 2+ years of administrative, data and case management, or compliance experience. OR High School Diploma with 4+ years of administrative, data and case management, or compliance experience.

Preferred Education, Experience, or Eligibility Qualifications :

Bachelor's degree and 3+ years of administrative, data and case management, or compliance experience.

EEO Statement :

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.