Administrative Assistant for Quality Assurance

Job Description

Job Description

Lifetime Assistance – Administrative Assistant
Make an Impact. Create Joy. Shape the Future.

At Lifetime Assistance, our mission is to foster independence, dignity, and respect for individuals with intellectual and developmental disabilities. Working with us goes beyond just a job—it’s a chance to transform lives, including your own.

Position Overview:

Job Title: Administrative Assistant – Quality Assurance
Location: Rochester, NY
Department: Quality Assurance & Improvement
Reports To: Director of Quality Assurance & Improvement
Employment Type: Full-Time, Non-Exempt
Pay Range: $23.00 - $28.00/hour

Why You Should Work for Lifetime Assistance?

• No-Premium Health Insurance: Access comprehensive healthcare without added cost.
• Education Support: Tuition assistance, scholarships — 50% off tuition for two courses per semester plus up to $3,000 scholarship per semester — plus micro-credential stipends up to $750 and SUNY partnerships.
• Paid Training & Coaching: Receive hands-on onboarding with a Success Coach, immersive learning, e-learning, and ongoing paid training.
• Career Growth: Clear pathways to advancement, leadership training, and coaching support.
• Work-Life Harmony: Generous paid time off and supportive scheduling.
• Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person — both those we support and our employees alike.

Your Core Responsibilities:

Administrative & Executive Support

• Provide administrative support to the Quality Leadership Team.
• Manage calendars, schedule meetings, and coordinate priorities across multiple leaders.
• Assist with onboarding activities, shared mailboxes, distribution lists, and departmental administrative processes.

Committee & Meeting Coordination

• Coordinate quality committee meetings, including scheduling, agendas, meeting materials, logistics, and communications.
• Record, distribute, and maintain meeting minutes and action item logs.
• Track committee action items, monitor deadlines, and follow up on outstanding tasks.

Quality Documentation & Compliance

• Maintain quality documentation, including policies, procedures, forms, and records using document control practices.
• Track internal and external audits, surveys, assessments, and documentation deadlines.
• Support preparation for accreditation, regulatory reviews, and audit readiness activities.

Data Management & Reporting

• Maintain dashboards, trackers, reports, and SharePoint Lists using Microsoft 365 tools.
• Update and maintain the Quality SharePoint site, ensuring documents and resources remain accurate and current.
• Compile reports and quality metrics for leadership review.

Office & Department Operations

• Order and maintain office supplies, refreshments, and meeting materials.
• Coordinate purchasing activities and vendor communications.
• Serve as a professional point of contact for department stakeholders and visitors.

What You Bring:

• High school diploma or equivalent required; Associate degree or higher preferred.
• Minimum two (2) years of administrative experience supporting leadership or committees.
• Experience in healthcare, compliance, quality, or other regulated environments preferred.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Excellent organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills.
• Exceptional attention to detail and ability to maintain confidentiality.
• Experience with document control, reporting, or quality management processes preferred.

Our Mission & Culture:

• Mission-Driven Work: Empowering individuals to live with independence and purpose—here, your work truly matters.
• Inclusive & Supportive: A workplace built on respect, dignity, and a shared vision of inclusion.
• Community Impact: Join efforts that reflect Lifetime Assistance’s dedication to community partnerships and enhanced quality of life for all.

Are You Ready to Begin?

If you’re a compassionate leader ready to take the next step in your human services career, apply today and join us in building lives of independence—one person at a time.

Equal Opportunity Employer
Lifetime Assistance is proud to be an Equal Employment Opportunity employer. We celebrate diversity and are committed to inclusive hiring practices without regard to race, religion, gender, age, disability, or other protected characteristics.

“I am part of something bigger… Being a Lifetime Assistance employee means everything to me.”
— Kimberly C, Family Coordinator of Community Services, celebrating her 30th year with us