Process and Letters Specialist in Tampa, Florida at Avalon Administrative Services LLC

NewIndustry: Healthcare / Health ServicesJob Function: Admin/Clerical/Secretarial
Avalon Administrative Services LLC
Tampa, Florida, 33607, United States
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Job Description

About Avalon Healthcare Solutions:


Avalon Healthcare Solutions is the nation’s leader in diagnostic intelligence, uniquely focused on transforming the role of diagnostic testing across the healthcare ecosystem. Our proprietary Diagnostic Insights Platform delivers evidence-based policies, curated lab networks, and real-time analytics that simplify complex diagnostics, accelerate innovation adoption, and optimize diagnostic investments.


Supporting over 30 health plans and 100 million members nationwide, Avalon partners with payers and providers to ensure diagnostic testing is performed appropriately, efficiently, and at the right time. Our flexible solutions span routine and genetic testing management, automated adherence, and end-to-end diagnostics support—driving measurable value, reduced waste, and improved clinical outcomes.


With unmatched scientific rigor, deep clinical expertise, and a performance-based model, Avalon is redefining how diagnostics power personalized care and healthcare value. You will be part of a team that shapes a new market and business. Most importantly, you will help Avalon to achieve its mission and improve clinical outcomes and health care affordability for the people we serve.


For more information about Avalon, please visit www.avalonhcs.com.


Avalon Healthcare Solutions is an Equal Opportunity Employer - Vet/Disability.


This position description is subject to change at any time. As determined by the company based upon business needs, an employee in this position may be required to perform duties and take responsibility for work other than as described in this document.


About the Process and Letters Specialist Position:


The Process Administration Specialist supports the QI, UM, and CD team by ensuring efficient management, governance, and administration of departmental processes, policies, letters, and systems. In partnership with process business owners, this role is responsible for driving the maintenance and accuracy of Standard Operating Procedures (SOPs), developing and managing training materials, administration of Policy and SharePoint systems, and letter governance and execution as well as supporting user acceptance testing (UAT) training documentation and communications. The Specialist plays a critical role in enabling accurate process auditing and business performance oversight through streamlined processes and effective knowledge management.


This position is eligible for remote work, but quarterly travel will be required to Avalon’s corporate office located in Tampa, Florida.


Process and Letters Specialist – Essential Functions and Responsibilities:


Standard Operating Procedures (SOP) Administration

  • Maintain, update, and organize all departmental SOPs to ensure accuracy, compliance, and accessibility.
  • Conduct regular audits of SOPs to verify alignment with current business processes, regulatory, accreditation, and organizational standards.
  • Track and manage version control, approvals, and communication of updates.

    • Training & Development Communications

  • Develop and maintain training materials (guides, presentations, quick reference tools).
  • Collaborate with subject matter experts to ensure training reflects current policies, procedures, and best practices.
  • Support UAT initiatives by creating and updating training documentation related to system enhancements and new workflows.
  • Assist in delivering training sessions for staff and leadership as needed.

    • Policy and System Administration

  • Administer policy management systems, ensuring accurate posting, tracking, and accessibility of current documents, including letters governance, change management, and implementation.
  • Serve as the point of contact for department SharePoint site administration, including updates, permissions, structure, and content organization.
  • Support system-related projects and function as a liaison between business users and IT when necessary.

    • Letters Administration and Governance

  • Maintain a centralized inventory of approved member and provider letter templates, including applicable clients, lines of business, jurisdictions, languages, versions, and effective dates.
  • Coordinate letter development and revisions with Operations, Clinical leadership, Compliance, Client Services, and other designated approvers.
  • Track change requests, approval records, implementation dates, and retirement of superseded templates.
  • Coordinate validation of approved content, formatting, variable fields, template selection rules, and generated output before implementation.
  • Participate in UAT for letter changes and related system enhancements; document defects and track resolution through retesting.
  • Maintain traceability between approved templates and production versions, including vendor-produced correspondence where applicable.
  • Track and escalate letter defects, implementation delays, and recurring issues; support corrective actions and post-implementation verification.

    • Quality & Business Performance Support

  • Partner with leadership in supporting operational quality initiatives, process accuracy audits, and/or performance improvement activities.
  • Assist leadership in monitoring compliance of department policy/SOP processes.
  • Provide recurring performance updates on Policy/SOP status, progress, risks.

    • Any and all other duties as assigned.


    Process and Letters Specialist – Minimum Qualifications:


  • Minimum years of relevant work experience: 5+ years of experience in process administration, training development, or quality/operations support in a healthcare or regulated environment.
  • Strong organizational and project management skills with attention to detail.
  • Experience with policy/document management systems and SharePoint administration required.
  • Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
  • Excellent written and verbal communication skills.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Minimum education: Master’s degree in Business Administration, Healthcare Administration, Quality Management, or related field (or equivalent experience).
  • Required certification: PMP or other project, process, quality management credential, strongly preferred


    • Process and Letters Specialist – Preferred Qualifications:


  • Familiarity with Utilization Management, Clinical Quality, or healthcare operations.
  • Experience supporting audits, compliance programs, or accreditation processes.
  • Knowledge of UAT processes, system implementation, or change management best practices.

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    Job Location

    Tampa, Florida, 33607, United States

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