Quality Management System Administrator

Summary

In alignment with Gift of Life Michigan’s core purpose and core values, the Quality Management System Administrator is responsible for administering and maintaining Gift of Life’s electronic Quality Management System (QMS, currently Q-Pulse ). This includes managing various modules and workflows, conducting system maintenance, and managing document reviews, which includes facilitating document training. Additionally, this position requires maintaining QMS resources and facilitating staff training.

Duties & Responsibilities

The following job duties and responsibilities are stated in broad terms and not intended to be inclusive.  Those in bold are essential duties of the position:

• Assume direct responsibility for managing, administering, and maintaining the QMS to ensure compliance with federal, state, accreditation and other third party legal and regulatory requirements and standards.
• Serve as the subject matter expert of the electronic QMS. Responsible for all administration and maintenance functions related to all Modules used by Gift of Life (i.e., Assets, Audits, Documents, People, Supplier, Training, Incident, Reporting Forms and Administration Modules).
  • Create, edit and/or compile reports , records, checklists, managed lists, templates, and workflows.
  • Create, edit, develop and/or compile various QMS reports for data analytics, tracking and trending.
  • Manage user accounts, preferences, and security groups. Responsible for creating new users, disabling users, credentialing, and configuration management.
  • Maintain and manage document records and approval templates. Support document workflows (i.e., creation, revision and archival) of controlled documents.
  • Administer document trainings, complete training records, and facilitate training with end-users and new hires.
• Manage the annual review of controlled documents and collaborate with internal departments on proposed revisions to ensure compliance to regulatory requirements.  
•  Develop QMS reference documents, materials and job aids, etc. related to electronic quality management system functions to support end user needs. Additionally, develop various QMS reports for data analytics, tracking and trending.
• Support  quality assurance and improvement initiatives, utilizing critical thinking skills to drive continuous improvement.

• Continuously evaluate electronic QMS platforms and or perform QSP functions to promote the evolution of the current electronic QMS.
• Perform other duties as assigned.

Education and/or Experience

Required

• Associate degree in business, information technology, health sciences or a related field, and/or combination or education and experience.
• One year of quality or relevant document control experience.

Preferred

• Experience with QMS such as, Q-Pulse software, or electronic systems administration.
• Prior experience successfully leading a project team, workgroup, etc.
• Experience fostering relationships and providing exemplary customer service to internal customers.
• Prior experience in a healthcare organization, transplant center, or organ/tissue procurement organization.

Knowledge, Skills, and Abilities (KSA)

• Written and verbal fluency in English.
• Ability to exercise initiative, critical thinking, and problem-solving.
• Proficiency with Microsoft Office programs, including Outlook and Teams and other technology systems used in business operations.
• Strong organizational skills and ability to manage multiple and competing priorities.
• Demonstrate attention to detail.
• Knowledge of quality, quality improvement methodologies and the ability to apply appropriate quality tools and techniques.
• Strong presentation skills to audiences of varying backgrounds and sizes.
• Excellent verbal and written communication.  

Organizational Culture Expectations

• Demonstrate the competencies of Professional, Determined and Compassionate.
• Maintain a motivated and positive attitude.
• Support an inclusive work environment.
• Ability to successfully collaborate and work as a member of an interdisciplinary team.
• Actively seek improvements.
• Always maintain a safe working environment and use of Universal Precautions.
• Maintain appropriate level of confidentiality in all areas dealing with sensitive, protected, and confidential information.