Virtual Assistant – Compliance and Training Officer for a Disability Services and Support Organization in the US (Home

Virtual Assistant

The client is a family-owned and operated organization that provides support services for adults with developmental and intellectual disabilities. They are defined by a commitment to blending high-level professionalism with a deeply personal, compassionate approach. By fostering an environment where those they support are treated with the same care as family members, they ensure a holistic and dignified quality of life for every individual in their program.

• Maintain organized electronic filing systems and records
• Send reminder emails to QIDPs and RNs one day prior to and on the due date of quarterly and court reports for persons supported
• Verify that court and quarterly reports have been emailed to the persons support team and compliance
• Send monthly reminder emails to QIDPs and RNs for quarterly and court reports for persons supported
• Send monthly reminder emails to consultants for clinical quarterly assessment due for persons supported
• Verify and ensure clinical quarterly assessments have been email to compliance
• Update staff training dates for Phase III & Phase IV on Paychex platform
• Ensure that all Phase I, III, and IV staff records are current and properly maintained in individual staff folders on SharePoint.
• Ensure all Phase II trainings for persons supported are current and properly maintained in individual persons folder on SharePoint.
• Submit documentation requests to IMC as needed.
• Monitor and track expiration dates for employee personnel documentation and notify respective supervisors of upcoming renewals and expiring documents
• Ensure all staff personnel documentation is updated promptly on the Paychex platform and uploaded into individual staff folders on Share Point  
• Monitor expiration dates for clinicians' licenses, certifications, and required training, and request updated documentation for upload to Share Point  
• Help ensure forms, policies, and procedures are updated and properly distributed
• Schedule employee trainings, orientations, and refresher courses as needed per DDS
• Send reminder emails to house managers for Keylogs and they ensure are submitted and saved on Share Point  
• Maintain and update training attendance records and completion dates
• Update Staff tracking sheets with new hires, transfers and separation
• Communicate with house Managers and QIDP & RN regarding missing documentation or overdue training deliverables
• Maintain spreadsheets, track completion and outstanding deliverables for all QIDP and RN documentation
• Maintain secure storage and proper management of confidential compliance records and documentation in SharePoint.
• Maintain accuracy of employee data and compliance files
• Support onboarding and offboarding compliance processes
• Perform other administrative duties assigned by the Compliance and Training department as needed

• 1–3 years of administrative assistant experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with document management systems (e.g., SharePoint, Google Drive, or similar platforms)
• Strong data entry and database management skills
• Understanding of basic compliance principles, recordkeeping, and confidentiality requirements (e.g., HIPAA if applicable)
• Ability to track deadlines for licenses, certifications, and mandatory trainings
• Experience maintaining organized personnel files and audit-ready documentation
• Ability to assist with internal audits and compliance reporting
• Strong written and verbal communication skills
• Ability to communicate professionally with staff, supervisors and consultants
• Excellent follow-up and reminder management skills
• Strong attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Excellent organizational and record-keeping abilities
• Ability to work independently with minimal supervision

• Associate or bachelor's degree in any field

Please only apply for this role if you have the following home office requirements:

• Perfectly working headset and webcam
• Stable internet connection of at least 25 Mbps ~ 50 Mbps
• Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later
• Quiet room with no distractions or background noises
• A backup plan if the power goes out or if your internet connection becomes unstable during your shift

Only applicants meeting the strict criteria above will be contacted.