Administrative Assistant Scheduling & Quality Assurance (Behavioral Health)

Administrative Assistant – Scheduling & Quality Assurance (Behavioral Health)Position OverviewWe are seeking a highly organized and detail-oriented Administrative Assistant – Scheduling & Quality Assurance to support daily operations across our behavioral health residential programs.This role plays a critical function in staff scheduling, compliance monitoring, and quality assurance, ensuring all services meet DDS, Title 17, and Title 22 regulatory standards while maintaining optimal staffing ratios and operational efficiency.The ideal candidate is proactive, analytical, and experienced in behavioral health operations, EVV systems, and regulatory compliance.Key ResponsibilitiesScheduling & Staffing OperationsDevelop and maintain monthly mock schedules to support recruitment and staffing projectionsManage day-to-day staff scheduling across assigned homes/programsEnsure continuous compliance with required staff-to-consumer ratios (Title 17 & Title 22)Coordinate overnight coverage and weekend rotationsMonitor real-time staffing to maintain ratio compliance at all timesCollaborate with Talent Acquisition to create and submit mock schedules for new requisitionsEVV & Ratio ManagementOversee and maintain Electronic Visit Verification (EVV) scheduling accuracyEnsure schedules align with authorized service hours and Individual Program Plans (IPPs)Audit EVV data to confirm attendance, service delivery, and complianceIdentify and correct discrepancies in timekeeping and service documentationOvertime & Operational OversightMonitor staffing trends to mitigate overtime riskParticipate in overtime review meetings with Scheduling Manager/LeadershipRecommend staffing adjustments and coverage strategies to reduce labor costsMaintain operational efficiency without compromising consumer care or compliancePTO & Workforce PlanningManage and approve PTO requests at least 30 days in advanceEnsure leave planning does not impact ratio compliance or service deliveryMaintain coverage plans for planned and unplanned absencesSpecialized & Behavioral Staffing CoordinationCoordinate behavior-trained DSP assignments in collaboration with Clinical LeadershipEnsure appropriate staffing for consumers with behavioral, medical, or specialized needsDevelop and maintain crisis staffing and emergency coverage plansCoordinate staffing for community-based services and outingsQuality Assurance (QA) & Field AuditsConduct routine field visits and program audits across assigned homesReview compliance with:Individual Program Plans (IPP)Behavior Intervention Plans (BIP)Staff training requirementsHealth & safety protocolsSubmit audit findings, summaries, and corrective action recommendationsCollaborate with leadership to ensure timely resolution of deficienciesCompliance & Documentation (Title 17 & Title 22 – DDS)Maintain audit-ready scheduling and compliance documentationEnsure all operations align with:California Title 17 (DDS regulations)Title 22 licensing requirementsRegional Center service authorizationsMonitor compliance with:Staffing ratios and supervision levelsRequired staff certifications and trainingsIncident reporting and documentation timelinesAssist in internal audits, licensing reviews, and DDS/Regional Center visitsIdentify, document, and escalate compliance risks or operational gapsPerformance ExpectationsMaintain 100% compliance with staffing ratiosEnsure accurate and audit-ready schedules and documentationDemonstrate strong operational judgment and proactive planningMinimize overtime exposure while maintaining service qualityEnsure proper behavioral skill matching for all assigned consumersAct as a key contributor to regulatory compliance and program qualityQualificationsRequired2+ years of experience in:Behavioral health, residential care, or social servicesScheduling, staffing coordination, or operations supportKnowledge of:Title 17 & Title 22 regulationsDDS and Regional Center requirementsExperience with:EVV systems and staff scheduling platformsCompliance audits or quality assurance processesStrong organizational, analytical, and problem-solving skillsAbility to manage multiple programs and priorities simultaneouslyPreferredExperience in:EBSH, SLS, or Adult Residential ProgramsBehavioral health or high-acuity populationsFamiliarity with:IPP, BIP, and Person-Centered PlanningPrior experience collaborating with:Clinical teams, HR, and Talent AcquisitionKey CompetenciesAttention to detail & compliance-driven mindsetStrong communication and collaboration skillsCritical thinking and decision-making abilityAbility to work in a fast-paced, high-accountability environmentProactive and solutions-oriented approachWhy Join UsOpportunity to play a key role in program quality and complianceCollaborative leadership and mission-driven cultureGrowth opportunities within behavioral health operations#CALI1 #cali1 #J-18808-Ljbffr Aces Management