Administrative Assistant - Quality Improvement

Acadian Companies is seeking a motivated, highly organized individual for the position of Administrative Assistant to the Quality Improvement Department. The selected candidate will provide administrative support to the Quality Improvement Department and team. This role requires a high level of attention to detail regarding payroll accuracy, scheduling, and data management, specifically supporting Field Training Officers (FTOs) and new employees.

Work hours are Monday through Friday, 8 am to 5 pm, and the position will be located in Lafayette, LA.

DUTIES AND RESPONSIBILITIES: This job description is not intended, nor should it be construed, to be an all-inclusive list of responsibilities, duties, skills, or working conditions associated with the job.

• Provide general administrative and clerical support, including scanning, faxing, and copying.
• Answer incoming calls; route messages to the appropriate staff member.
• Maintain electronic and hardcopy filing systems.
• Provide additional clerical support to other members of the Quality Improvement team.
• Perform other tasks as delegated at the discretion of the Quality Improvement Leaders to support the mission of the department.
• Accurately and efficiently prepare monthly, quarterly, and annual reports utilizing Microsoft Word and Excel.
• Review and annotate data using the Code Stat program.
• Create and establish database records proficiently.
• Manage the scheduling for new employees with Field Training Officers (FTOs), managing complex calendars involving multiple instructors, rooms, and students.
• Monitor and track Field Training Officers' time for accuracy.
• Submit FTO time to payroll every two weeks, maintaining a sharp eye for payroll accuracy and record compliance.

QUALIFICATIONS:

• Minimum 5 years of administrative office experience required; ideally in a healthcare, EMS, or public safety training environment.
• High school diploma or equivalent required; some college education preferred.
• Proficient in the use of PC applications such as Microsoft Office products (Word, Excel) and Google Suite.
• Proficiency in Microsoft Excel / Google Sheets is required (specifically for tracking FTO hours and generating payroll reports).
• Experience and proficiency in using Microsoft Visio is preferred. Must be willing and able to learn and become proficient with other software programs (e.g., Code Stat).

Interpersonal & Organizational Skills:

• Excellent communication skills to communicate effectively, in verbal or written form, with employees, customers, new recruits, senior leadership, field staff, and the general public.
• Ability to work independently and maintain a highly reliable attendance record.
• Ability to meet deadlines, manage, and prioritize multiple tasks with a sense of urgency.
• Excellent customer service skills and analytical skills.

Deadline to submit: Tuesday, February 17th at 5:00 PM.