Compliance Coordinator

• Compliance Program Administration

o Provides day-to-day administrative support to the Chief Compliance Officer.

o Maintains compliance files, logs, calendars, records, and tracking systems.

o Maintains an organized and audit-ready compliance-documentation system.

o Tracks compliance projects, assignments, deadlines, and deliverables.

o Prepares routine correspondence, memoranda, reports, and presentation materials.

o Coordinates department meetings, appointments, and compliance activities.

o Assists with departmental purchasing, invoices, and administrative needs.

• Policy and Procedure Coordination

o Maintains the organization’s policy inventory and review schedule.

o Tracks policy ownership, review dates, approvals, revisions, implementation, and acknowledgements.

o Coordinates with department leaders regarding overdue policy reviews.

o Maintains version control and archives obsolete policies.

o Assists with formatting policies in the approved organizational template.

o Uploads approved policies to the designated policy-management system.

o Maintains evidence of policy communication, assignment, acknowledgement, and training.

o Prepares policy-status reports for the Chief Compliance Officer.

o Does not independently approve organizational policies.

• Compliance Training Administration

o Coordinates compliance-training assignments through the organization’s learning-management system.

o Tracks completion of mandatory compliance education.

o Sends reminders regarding outstanding training.

o Prepares periodic training-completion reports.

o Maintains attendance records, acknowledgements, certificates, and training materials.

o Assists with scheduling live or virtual training sessions.

o Supports annual Standards of Conduct and compliance-program education.

o Escalates overdue training to the Chief Compliance Officer and responsible department leader.

o Assists in evaluating training effectiveness through surveys, quizzes, or completion data.

• Compliance Committee and Quality Improvement Support

o Coordinates meetings for the Quality Improvement and Compliance Committee and other assigned committees.

o Prepares and distributes agendas and supporting materials.

o Records meeting minutes.

o Tracks committee recommendations, action items, responsible parties, and completion dates.

o Collects departmental reports and performance data.

o Maintains committee records.

o Supports preparation of dashboards and quarterly reports.

o Follows up with departments regarding overdue committee assignments.

• Investigation Support

o Opens and maintains confidential investigation case files.

o Assigns or maintains case numbers in accordance with department procedures.

o Organizes evidence, interview notes, records, and supporting documentation.

o Assists with scheduling interviews and meetings.

o Maintains investigation and complaint logs.

o Tracks investigation status, due dates, findings, recommendations, and corrective actions.

o Assists with preparing investigation summaries at the direction of the Chief Compliance Officer.

o Maintains appropriate confidentiality and access controls.

o Does not independently determine final findings, disciplinary actions, or legal conclusions.

• Hotline and Reporting Support

o Assists with administering the Compliance Hotline and other reporting channels.

o Records reports received through approved channels.

o Promptly escalates reports to the Chief Compliance Officer.

o Maintains the hotline and complaint log.

o Tracks allegations, status, disposition, and follow-up activity.

o Assists with preparing trend reports.

o Maintains confidentiality and appropriately limits disclosure.

o Escalates allegations of retaliation immediately.

• Audit and Monitoring Support

o Coordinates internal audit schedules and document requests.

o Collects and organizes supporting documentation.

o Maintains audit workpapers and evidence.

o Tracks findings, recommendations, corrective action plans, and completion dates.

o Assists departments with submitting requested documentation.

o Coordinates follow-up reviews at the direction of the Chief Compliance Officer.

o Prepares routine audit-status reports.

o Supports external audits, licensing reviews, accreditation surveys, and regulatory inspections.

o Does not independently issue final audit opinions.

• Corrective Action Tracking

o Maintains the organization’s corrective action tracking system.

o Records findings from audits, investigations, incidents, safety reviews, and regulatory inspections.

o Tracks responsible parties, required actions, deadlines, and completion evidence.

o Sends reminders regarding outstanding corrective actions.

o Escalates overdue or incomplete corrective actions to the Chief Compliance Officer.

o Assists in validating that supporting documentation has been submitted.

o Prepares periodic corrective-action status reports.

• Regulatory Monitoring

o Monitors assigned regulatory websites, bulletins, newsletters, and agency communications.

o Maintains a regulatory update log.

o Identifies potentially relevant changes involving CMS, OIG, DHS, DDD, Medicaid, CARF, OSHA, DOT, NJ DOL, and other applicable authorities.

o Prepares preliminary summaries for review by the Chief Compliance Officer.

o Distributes approved regulatory updates to affected departments.

o Tracks departmental responses to regulatory changes.

o Does not provide independent legal advice or final regulatory interpretations.

• Screening and Verification Coordination

o Tracks completion of required exclusion checks, credential verifications, background checks, CARI checks, license checks, and other assigned screening requirements.

o Coordinates with Human Resources and responsible departments regarding outstanding items.

o Maintains applicable screening logs and completion records.

o Escalates identified concerns or incomplete screenings to the Chief Compliance Officer.

o Assists with periodic monitoring and audit preparation.

o Does not make independent hiring, disciplinary, or eligibility determinations.

• Contract and Third-Party Documentation

o Maintains Business Associate Agreements and other assigned compliance-related contract records.

o Tracks renewal, expiration, and review dates.

o Coordinates with departments regarding missing or expired documentation.

o Assists with vendor and contractor compliance documentation.

o Maintains conflict-of-interest disclosure records.

o Tracks annual disclosure completion.

o Escalates identified concerns to the Chief Compliance Officer.

• Reporting and Data Management

o Prepares routine compliance dashboards and reports under the direction of the Chief Compliance Officer.

o Collects data regarding training, policies, hotline activity, investigations, audits, corrective actions, screening, and regulatory updates.

o Verifies data accuracy before submission.

o Assists with quarterly and annual Compliance Program reports.

o Prepares charts, summaries, and presentation materials.

o Maintains confidentiality when handling sensitive data.

o Supports development of Compliance Program key performance indicators.

• Records Management

o Maintains Compliance Department records in accordance with applicable retention requirements.

o Organizes electronic and physical files.

o Ensures records are appropriately labeled, secured, and accessible to authorized personnel.

o Coordinates destruction or archiving of records when approved.

o Maintains confidentiality of compliance, personnel, investigation, and regulatory records.

• Safety and UIR Administrative Support

o At 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.

o The Compliance Coordinator does not supervise the Safety Department or UIR Department and does not replace the responsible Safety or UIR personnel.

• Additional Duties

o Assists with CARF accreditation preparation.

o Supports regulatory surveys and licensing reviews.

o Assists with annual compliance-program assessments.

o Participates in compliance education and professional development.

o Maintains professional and confidential communication with employees and leadership.

o Performs 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

• Education

o Associate’s degree in business administration, healthcare administration, human services, compliance, human resources, legal studies, or a related field required.

o Bachelor’s degree preferred.

o Relevant experience may be considered in lieu of the preferred educational requirement.

• Experience

o Minimum of two to three years of administrative, compliance, quality, healthcare, human-services, regulatory, legal, audit, or project-coordination experience.

o Experience in a regulated human-services, healthcare, nonprofit, government-contractor, or disability-services environment preferred.

o Experience with policy tracking, learning-management systems, audits, investigations, or regulatory documentation preferred.

• Certification

o One 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

o Strong organizational skills

o Attention to detail

o Professional writing

o Recordkeeping

o Data tracking and reporting

o Confidentiality and discretion

o Time management

o Follow-through

o Professional communication

o Ability to manage multiple deadlines

o Ability to recognize when an issue requires escalation

o Ability to work independently within assigned authority

Physical and Other Requirements

o Ability to travel to OTC Services locations, as needed.

o Ability to maintain confidential electronic and physical records.

o Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, and applicable compliance systems.

o Ability to use Relias, PolicyPro, SharePoint, or comparable systems.

o Ability 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]

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.