Compliance Operations Specialist at Westchester Medical Center – Valhalla, New York

Job Summary:

The Compliance Operations Specialist provides advanced administrative and operational support to the Corporate Compliance Department to ensure efficient execution of the organization’s Compliance and Privacy Program. This position is responsible for coordinating department operations, maintaining key compliance systems and documentation, supporting program initiatives, and assisting leadership in monitoring and reporting compliance activities across the organization and ensuring the smooth functioning of daily compliance operations.

Responsibilites:

Coordinate day-to-day operations of the Corporate Compliance Department, ensuring timely execution of work plan initiatives, audits, monitoring activities, and training programs. Track and manage progress on department projects, risk assessments, and corrective action plans. Support the implementation and documentation of the Compliance Program’s seven elements (policies, communication, training, auditing, response, enforcement, and oversight). Maintain compliance logs and databases for hotline calls, disclosures, privacy incidents, conflicts of interest, and audit results. Assist in preparing compliance dashboards, reports, and metrics for the Executive Compliance Committee and Board.

Provide high-level administrative assistance to the Chief Compliance and Privacy Officer and Compliance leadership team. Coordinate department meetings, committee sessions, and presentations; prepare agendas, take minutes, and track follow-up actions. Manage the department calendar, scheduling, and correspondence. Handle confidential files, contracts, and regulatory submissions in accordance with record-retention and privacy requirements. Prepare and edit correspondence, memos, reports, slide decks, and training materials with accuracy and professionalism. Manage contracts, invoices, reimbursements, and purchasing for the Compliance Department. Serve as department liaison to HR, IT, Finance, and external partners for administrative and operational coordination. Support onboarding of new compliance team members, including system access requests and training coordination. Oversee document archival process, prepare records for storage, and coordinate with retention vendors.

Administer the Compliance Policy and Procedure management process: track revisions, version control, approvals, and distribution. Maintain the central compliance document repository and ensure policies are accessible and current across all entities. Format, proofread, and standardize policies, reports, and manuals for consistency.

Assist in scheduling, distributing, and tracking completion of compliance and privacy training modules. Prepare communication materials, newsletters, and reminders to promote compliance awareness throughout the organization. Coordinate logistics for compliance education sessions, town halls, and employee engagement activities. Compile data for internal and external compliance reports, surveys, and audits. Generate and maintain compliance tracking spreadsheets and dashboards. Support monitoring and trending of issues and corrective actions to identify potential risk areas. Assist with audit preparation and document collection for regulators, payors, and internal reviewers.

Qualifications/Requirements:

Experience:

2-4 years of administrative and/or compliance operations experience, required Experience in a healthcare, legal, or regulatory setting, preferred Experience coordinating projects, managing confidential data and supporting leadership at the director or executive level, preferred.

Education:

Bachelor’s degree in business, Accounting, Finance, Healthcare Administration, or a related field, required.

Licenses / Certifications:

Certified in Healthcare Compliance (CHC), preferred.

Other:

Confidentiality: It is an expectation that all employees at Westchester Medical Center Health Network will protect the confidentiality of all patient care, personnel, and business/financial information. Compliance: Employees will complete required competencies, annual mandatory training requirements and adhere to the code of conduct as described in the Westchester Medical Center Health Network Compliance Plan and brochure. Disclaimer: The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Special Requirements:

Knowledgeable in HIPAA, and Federal and State regulations for hospitals & physician practices. Planning and conducting effective, confidential investigations.