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). This role is responsible for managing various system modules within the QMS. Key responsibilities include  conducting regular system monitoring, overseeing document review processes, and  facilitating document-related training. This position also involves maintaining QMS resources and coordinating staff training to support compliance and drive continuous improvement across the organization.

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:

• Serve as primary lead in the daily operating of managing and maintaining the QMS to ensure compliance with federal, state, accreditation and other third party legal and regulatory requirements and standards.
• Oversee the review, testing, and verification of new and updated releases of the QMS, ensuring compliance with regulatory requirements and standards.
• Serve as the subject matter expert of the electronic QMS, overseeing all administrative and operational functions related to all Modules used by Gift of Life (e.g.,  Documents, People, Training, etc. ).
  • 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, job aids, and other resources related to electronic quality management system functions to support end user needs, and effectively present/communicate QMS resources to stakeholders.
• Support quality assurance and improvement initiatives by applyingcritical thinking skills to drive continuous improvement.

• Perform other duties as assigned.

Education and/or Experience

Required

• Bachelor’s degree in business, information technology, health sciences or a related field plus three years’ related work experience, or an equivalent combination of education and relevant experience.

Preferred

• Experience with QMS or electronic systems administration.
• Experience implementing a document or quality management system
• Proven experience successfully leading project teams, workgroup, or similar collaborative initiatives.
• Proven track record of building trusted partnerships and consistently delivering high-impact, solution-oriented support  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.