Compliance Coordinator

Compliance Program Administration

• oProvides day-to-day administrative support to the Chief Compliance Officer.
• oMaintains compliance files, logs, calendars, records, and tracking systems.
• oMaintains an organized and audit-ready compliance-documentation system.
• oTracks compliance projects, assignments, deadlines, and deliverables.
• oPrepares routine correspondence, memoranda, reports, and presentation materials.
• oCoordinates department meetings, appointments, and compliance activities.
• oAssists with departmental purchasing, invoices, and administrative needs.
• Policy and Procedure Coordination
• oMaintains the organization’s policy inventory and review schedule.
• oTracks policy ownership, review dates, approvals, revisions, implementation, and acknowledgements.
• oCoordinates with department leaders regarding overdue policy reviews.
• oMaintains version control and archives obsolete policies.
• oAssists with formatting policies in the approved organizational template.
• oUploads approved policies to the designated policy-management system.
• oMaintains evidence of policy communication, assignment, acknowledgement, and training.
• oPrepares policy-status reports for the Chief Compliance Officer.
• oDoes not independently approve organizational policies.

Compliance Training Administration

• oCoordinates compliance-training assignments through the organization’s learning-management system.
• oTracks completion of mandatory compliance education.
• oSends reminders regarding outstanding training.
• oPrepares periodic training-completion reports.
• oMaintains attendance records, acknowledgements, certificates, and training materials.
• oAssists with scheduling live or virtual training sessions.
• oSupports annual Standards of Conduct and compliance-program education.
• oEscalates overdue training to the Chief Compliance Officer and responsible department leader.
• oAssists in evaluating training effectiveness through surveys, quizzes, or completion data.
• Compliance Committee and Quality Improvement Support
• oCoordinates meetings for the Quality Improvement and Compliance Committee and other assigned committees.
• oPrepares and distributes agendas and supporting materials.
• oRecords meeting minutes.
• oTracks committee recommendations, action items, responsible parties, and completion dates.
• oCollects departmental reports and performance data.
• oMaintains committee records.
• oSupports preparation of dashboards and quarterly reports.
• oFollows up with departments regarding overdue committee assignments.

Investigation Support

• oOpens and maintains confidential investigation case files.
• oAssigns or maintains case numbers in accordance with department procedures.
• oOrganizes evidence, interview notes, records, and supporting documentation.
• oAssists with scheduling interviews and meetings.
• oMaintains investigation and complaint logs.
• oTracks investigation status, due dates, findings, recommendations, and corrective actions.
• oAssists with preparing investigation summaries at the direction of the Chief Compliance Officer.
• oMaintains appropriate confidentiality and access controls.
• oDoes not independently determine final findings, disciplinary actions, or legal conclusions.
• Hotline and Reporting Support
• oAssists with administering the Compliance Hotline and other reporting channels.
• oRecords reports received through approved channels.
• oPromptly escalates reports to the Chief Compliance Officer.
• oMaintains the hotline and complaint log.
• oTracks allegations, status, disposition, and follow-up activity.
• oAssists with preparing trend reports.
• oMaintains confidentiality and appropriately limits disclosure.
• oEscalates allegations of retaliation immediately.
• Audit and Monitoring Support
• oCoordinates internal audit schedules and document requests.
• oCollects and organizes supporting documentation.
• oMaintains audit workpapers and evidence.
• oTracks findings, recommendations, corrective action plans, and completion dates.
• oAssists departments with submitting requested documentation.
• oCoordinates follow-up reviews at the direction of the Chief Compliance Officer.
• oPrepares routine audit-status reports.
• oSupports external audits, licensing reviews, accreditation surveys, and regulatory inspections.
• oDoes not independently issue final audit opinions.

Corrective Action Tracking

• oMaintains the organization’s corrective action tracking system.
• oRecords findings from audits, investigations, incidents, safety reviews, and regulatory inspections.
• oTracks responsible parties, required actions, deadlines, and completion evidence.
• oSends reminders regarding outstanding corrective actions.
• oEscalates overdue or incomplete corrective actions to the Chief Compliance Officer.
• oAssists in validating that supporting documentation has been submitted.
• oPrepares periodic corrective-action status reports.

Regulatory Monitoring

• oMonitors assigned regulatory websites, bulletins, newsletters, and agency communications.
• oMaintains a regulatory update log.
• oIdentifies potentially relevant changes involving CMS, OIG, DHS, DDD, Medicaid, CARF, OSHA, DOT, NJ DOL, and other applicable authorities.
• oPrepares preliminary summaries for review by the Chief Compliance Officer.
• oDistributes approved regulatory updates to affected departments.
• oTracks departmental responses to regulatory changes.
• oDoes not provide independent legal advice or final regulatory interpretations.
• Screening and Verification Coordination
• oTracks completion of required exclusion checks, credential verifications, background checks, CARI checks, license checks, and other assigned screening requirements.
• oCoordinates with Human Resources and responsible departments regarding outstanding items.
• oMaintains applicable screening logs and completion records.
• oEscalates identified concerns or incomplete screenings to the Chief Compliance Officer.
• oAssists with periodic monitoring and audit preparation.
• oDoes not make independent hiring, disciplinary, or eligibility determinations.
• Contract and Third-Party Documentation
• oMaintains Business Associate Agreements and other assigned compliance-related contract records.
• oTracks renewal, expiration, and review dates.
• oCoordinates with departments regarding missing or expired documentation.
• oAssists with vendor and contractor compliance documentation.
• oMaintains conflict-of-interest disclosure records.
• oTracks annual disclosure completion.
• oEscalates identified concerns to the Chief Compliance Officer.
• Reporting and Data Management
• oPrepares routine compliance dashboards and reports under the direction of the Chief Compliance Officer.
• oCollects data regarding training, policies, hotline activity, investigations, audits, corrective actions, screening, and regulatory updates.
• oVerifies data accuracy before submission.
• oAssists with quarterly and annual Compliance Program reports.
• oPrepares charts, summaries, and presentation materials.
• oMaintains confidentiality when handling sensitive data.
• oSupports development of Compliance Program key performance indicators.

Records Management

• oMaintains Compliance Department records in accordance with applicable retention requirements.
• oOrganizes electronic and physical files.
• oEnsures records are appropriately labeled, secured, and accessible to authorized personnel.
• oCoordinates destruction or archiving of records when approved.
• oMaintains confidentiality of compliance, personnel, investigation, and regulatory records.
• Safety and UIR Administrative Support
• oAt the direction of the Chief Compliance Officer, the Compliance Coordinator may:
• §Collect Safety and UIR reports for executive dashboards.
• §Track corrective actions resulting from safety reviews or unusual incidents.
• §Assist with meeting coordination and documentation.
• §Maintain assigned departmental logs.
• §Assist with trend reporting.
• §Coordinate document requests.
• oThe Compliance Coordinator does not supervise the Safety Department or UIR Department and does not replace the responsible Safety or UIR personnel.

Additional Duties

• oAssists with CARF accreditation preparation.
• oSupports regulatory surveys and licensing reviews.
• oAssists with annual compliance-program assessments.
• oParticipates in compliance education and professional development.
• oMaintains professional and confidential communication with employees and leadership.
• oPerforms other duties assigned by the Chief Compliance Officer.

Benefits

Medical Dental, Vision benefits

Retirement Account

Employee Assistance Program

PTO

• Tuition reimbursement
• Supportive, Mission-Driven work environment
• Department specific benefits may apply

Requirements

Education

• oAssociate’s degree in business administration, healthcare administration, human services, compliance, human resources, legal studies, or a related field required.
• oBachelor’s degree preferred.
• oRelevant experience may be considered in lieu of the preferred educational requirement.

Experience

• oMinimum of two to three years of administrative, compliance, quality, healthcare, human-services, regulatory, legal, audit, or project-coordination experience.
• oExperience in a regulated human-services, healthcare, nonprofit, government-contractor, or disability-services environment preferred.
• oExperience with policy tracking, learning-management systems, audits, investigations, or regulatory documentation preferred.

Certification

oOne or more of the following is preferred or may obtained after hire:

§Compliance Certificate

• §Certified Compliance and Ethics Professional
• §Certified in Healthcare Compliance
• §Project-management or quality-improvement training

Required Competencies

• oStrong organizational skills
• oAttention to detail
• oProfessional writing
• oRecordkeeping
• oData tracking and reporting
• oConfidentiality and discretion
• oTime management
• oFollow-through
• oProfessional communication
• oAbility to manage multiple deadlines
• oAbility to recognize when an issue requires escalation
• oAbility to work independently within assigned authority
• Physical and Other Requirements
• oAbility to travel to OTC Services locations, as needed.
• oAbility to maintain confidential electronic and physical records.
• oProficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, and applicable compliance systems.
• oAbility to use Relias, PolicyPro, SharePoint, or comparable systems.
• oAbility to attend meetings and training sessions, as required.

Necessary Special Requirements

• Employee will be required to complete all clearances as necessary per regulatory requirements.
• OTC Services is an EEO and Drugfree Workplace.
• If you require an accommodation with any part of this application, please email [email protected]

Summary

The Compliance Coordinator provides administrative, operational, and project-management support to the Chief Compliance Officer and the Corporate Compliance Program.

The position coordinates compliance documentation, training, policy tracking, committee activities, audit support, corrective action tracking, regulatory updates, and routine compliance reporting. The Compliance Coordinator assists in maintaining an organized, timely, and audit-ready Compliance Program.

The Compliance Coordinator does not independently direct the Corporate Compliance Program, issue final investigative findings, provide legal interpretations, determine disciplinary action, report independently to the Board, or exercise executive oversight of the Safety or UIR Departments. These responsibilities remain with the Chief Compliance Officer and executive leadership.