Program Compliance and Improvement Manager
ORANGE COUNTY HEAD START, INC.
Santa Ana, CA
Job Purpose Summary Under general supervision of the Director of Planning and Quality Systems, researches, develops, coordinates, manages, and administers effective monitoring systems and programs for OCHS grant recipient and partner agency Head Start and Early Head Start programs and services. Through data collection, analysis, and reporting, the position ensures program compliance, identifies areas for enhancement, and supports the Director of Planning and Quality Systems in fostering a culture of data-driven quality improvement. Quality Systems Manager Essential Job Duties Coordinate, implement, and manage a comprehensive monitoring system for grant recipient and partner agency programs and services to: ensure compliance with the Head Start Program Performance Standards, Head Start Act, and all applicable local, state, and federal regulations; and support continuous program improvement and the delivery of high quality services. Manage the health and safety ongoing monitoring process and the annual Health and Safety onsite reviews at the grant recipient and partner agencies. Adapt and enhance the monitoring system, as needed, to reflect changes in: applicable local, state and federal regulations; Office of Head Start (OHS) monitoring protocols; OHS priorities; OCHS Plans, Policies and Procedures; and services based on the needs of children, families, the community, and the agency. Manage the development and continuous improvement of monitoring instruments, monitoring procedures, and collection and use of monitoring data to inform ongoing compliance oversight and correction. Manage implementation of data management procedures as they pertain to ongoing monitoring to ensure quality data are generated and used. Review monitoring data and reports for all program areas to ensure accuracy and consistency of documentation and content, and implementation of course corrections as needed to address any identified concerns. Maintain regular communication with Managers and Directors on monitoring progress. Meet with Managers and Quality Systems Specialists to support open communication and a shared understanding of the monitoring process and results. Support follow-through with identified compliance strategies found in the on-going monitoring process. Assist with the development of corrective action plans as needed. Act as a Child Plus Database Administrator to design modules, reports and monitoring capabilities to ensure quality and compliance; Conduct audits to ensure accurate Child Plus data. Provide agency-wide ChildPlus administrative support as needed and utilize the ChildPlus data management system to identify reports to support ongoing monitoring. Provide expertise in the analysis and use of ongoing monitoring data to identify program strengths and needs to support an agency-wide culture of continuous program improvement. Analyze monitoring findings and create trend reports. Analyze data to identify trends, patterns, and areas for improvement in program implementation and outcomes. Prepare and produce reports, including progress reports to keep the Director of Planning and Quality Systems informed of monitoring activities, findings, and trends. Participate in the development and maintenance of data dashboards and reports to track program performance and outcomes. Support an agency culture of continuous quality improvement through measurable outcomes. Participate in the examination of program functions, system procedures, policies and day to day routine tasks to support continuous program improvement. Investigate alternatives to current monitoring systems in order to produce, collect, track, and report timely, accurate, and targeted data. Lead, support, and supervise assigned Quality Systems staff including: recruitment, selection, training, development, coaching, mentoring, measuring/appraising/rewarding performance, and retention. Develop and maintain effective relationships with grant recipient and partner agency staff pertaining to ongoing monitoring. Coordinate and/or directly provide training and technical assistance to grant recipient and partner agency staff to support ongoing compliance. Assist with the planning and coordination of the annual self-assessment process. Participate in program evaluation contributing to the development of data-driven improvement plans. Lead and support staff in the implementation of the Safety Assistant Monitor (SAM) parent volunteer program. Participate in the development, revision, communication, and implementation of operating policies and procedures. Proactively research and stay abreast of all relevant changes in related content areas including: Head Start Program Performance Standards, OHS Monitoring Protocols, OCHS Service Area Plans, Policies and Procedures (SAPPPs), other applicable local, state, and federal regulations, and ongoing monitoring best practices. Participate as assigned in agency events and special projects including Federal Reviews, staff training, unit, division and management projects. Participate in off-site training and meetings as needed. Monitor expenditures on a monthly basis to ensure the budget plan is met or exceeded. Perform additional assignments and duties as assigned by the Director of Planning and Quality Systems that may include special projects of a large scope and complexity, and keep him/her informed on all Quality Systems issues. Enters and regularly maintains all data in the Personnel module in the ChildPlus data system. Other Essential Job Duties Must have an interest in children and their development. Mandated reporter under California’s Child Abuse and Neglect Reporting Act (CANRA). May require specific certifications related to data management systems, such as ChildPlus. Must abide by all agency policies including agency’s Standards of Conduct, fraud and confidentiality policies. Must not discuss the affairs of the staff, children or Head Start families. Will only discuss agency business on a need to know basis. Must be professional at all times and be neat and clean in personal appearance. Responsible for establishing good working relations with parents, staff, professionals and the general public. Ability to take directives. Serve as a member of your assigned work site team: Participate in staff meetings. Participate in the annual Community Assessment, Self-Assessment, and Program Information Report (PIR). Assist in the recruitment of children and volunteers. Assist in obtaining non-federal matching funds (in-kind). Cover job duties of absent staff as assigned by immediate supervisor or administration. Perform extra assignments in other areas and related task assignments in the work area. Provide support and resources to other employees. Maintain timelines and due dates of job related activities via individual Google Calendar. Create and maintain visual work instructions, position and work site related. Regular, consistent attendance. Domestic travel required. Must be able to travel to assigned work location(s). This is not a work from home position. Must keep the work area neat and clean. Lift 10-30 lbs regularly, up to 50 lbs occasionally. Perform other job related duties as assigned by immediate supervisor or administration. Non-Essential Job Duties Perform similar and incidental duties as assigned or required. Job Qualifications Education: Bachelor’s degree in nonprofit management, public administration, early childhood development, social services, or related field. Experience: Minimum of 5 years experience, preferably in Head Start, with a minimum of 3 years of experience in developing major monitoring systems. Knowledge: Extensive knowledge of Head Start program regulations, current initiatives and trends; reporting practices and requirements in areas related to parent, family, and community engagement, nutrition and health, and education; monitoring systems and methodologies, research methods and statistical analysis techniques; management and supervisory principles and practices. Language Skills: Outstanding oral and written communication skills, including presentation skills; prepare and present clear, comprehensive, detailed reports, and other written materials. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group situations to parents, and employees of the agency. Math Skills: Basic math skills including the ability to perform and understand basic statistics, percentages and ratios. Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Computer Skills: Use personal computer and word processing, spreadsheet
Posted 2025-09-10
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