Family YMCA of Greater Augusta
  • 26-Jul-2017 to 24-Sep-2017 (MST)
  • Head Start
  • Aiken, SC, USA
  • Salary
  • Full Time

Health, Dental, Vision, Life, LTD

Job Title: Data Management and Quality Control


FLSA Status: Year round Full Time Staff- Non-Exempt                     Job Grade: TBD

Reports to:  Head Start Director Director                                         Revision Date: July  2017



Position Summary: Under the direction of the Head Start Director the incumbent provides direct supervision to Head Start Center Director's to maintain quality classroom environments with attention to safety and health prevention measures and the operations of the centers, including licensing compliance and implementation of Head Start, local , state and federal regulations. Plan, organize and direct monitoring of internal reviews and reporting of center based Head Start activities and operations in accordance with HS Performance Standards, Policy Council policies and procedures and local;, State and federal regulations; monitor program areas to ensure efficient operations; oversee program data collection functions and data management processes and monitoring of Head Start operations; and perform related duties as assigned. This position is also responsible for the quality control of all data entered into the database system and to ensure the accuracy of Head Start electronic records are maintained by conducting inspections and performing audits.


Supervision Exercised: Center Directors (7)


Typical Physical Demands: Physical stamina is required to tolerate standing, stooping, reaching, grasping, kneeling, walking, bending, and lifting objects weighing up to 25lbs.  Requires full range of body motion, including manual and finger dexterity and eye-hand coordination.  Requires corrected vision and hearing to normal range.  Occasionally requires working under stressful conditions and irregular hours. 


Typical Working Conditions:  Position is mainly in a office environment. Requires automobile travel to various centers, training, seminars and workshops. 



Job Segments:

  1. Plan, organize and direct Head Start efforts to routinely monitor Head Start performance standards and program operations with Local, State and federal requirements.


  1. Supervise, mentor, coach and administer work plans and directives to Center Directors. Assists Center Directors and Head Start Director with the hiring process, with specific responsibility to ensuring timely hiring of center-based employees. Monitor performance, attendance, certification, training, required documents and timecards for all center-based staff.


  1. Conduct annual performance evaluations on center directors, and ensure they complete performance appraisals on their staff in a timely manner annually as required. Document and administer all positive and negative feedback as it relates to employment and performance, witness when needed within the centers.


  1. Ensure all volunteers are properly tracked and have all required documentation. Ensures all timelines are met for screenings and health requirements, including children who start into the program after the first day of school.


  1. Ensure all facilities maintain DSS standards and are in compliance during all DSS licensing visits. Consistently reports to the Head Start director the status of all monitoring, compliance and DSS visits, and any other findings/ issues. Maintain all records for monitoring and DSS licensing visits, maintains all training and coaching records, ensures all information is received by the proper department (Marketing, Facilities, HR, etc.)


  1. Receives, investigates and follows up on any incident or accident, complaint or concern expressed by staff, parents or community members, reporting all relevant information immediately to the Head Start Director.


  1. Monitor and manage center budgets, including expenses, purchase requests, receivables and inventories from all areas.


  1. Evaluates and revises all policies and procedures as needed and necessary, receiving all required approvals from involved departments and HS Director (including Policy Council) before making any changes in program. Communicates policies and procedures to center-level staff, parents, community members and partners as needed to ensure understanding and compliance


  1. Ensures centers are monitoring themselves and each other, to ensure best practices are shared and all areas understand and can articulate what the performance standards are.


  1. Attends policy council meetings, parent committee meetings, providing training and information as needed. Consistently monitors all performance standard areas, checks to ensure completion and provides all follow-up needed, including briefings to YMCA leadership and the Policy Council.


  1. Research, analyze and interpret Local, State and Federal regulations and standards. Advise, train, liaison with and provide technical assistance to service area.


  1. Conduct on-site coordinated compliance monitoring reviews and program quality assessments to determine compliance with internal and local, state and federal regulations/standards. Visits all sites regularly to review children's files and ensure that standard practices are being followed, including practices that pertain to licensing, health and safety requirements, medication administration and CACFP.


  1. Identify program quality deficiencies and recommend support, professional development and quality improvement planning to ensure program quality standards are met. Develop plans for corrective actions as necessary; monitor progress on corrective plans as required.


  1. Lead and advise the Head Start Leadership team to develop procedures to effectively implement required program operations.


  1. Develop methods, procedures and reports to measure quality, compliance and requirements. Assist Head Start leadership in the compilation and creation of the annual Program Information Report (PIR), annual refunding grant and other reports and documents as required.


  1. Receive and review reports; review compliance data related to services provided; compile information and related data and develop program-wide status reports of various program areas; identifying and implement program improvements. Monitors and performs inspections of database to ensure accurate information.


  1. Manage the data collection activities of center based and specialist; design and create customized systems as appropriate. Provide reports, information and assistance to the Head Start Director, Policy Council and other individuals/agencies regarding assigned functions.


  1. Use program data to inform the leadership team and Head Start Director of improvements and learning opportunities and assist with the development of these opportunities when appropriate. Review findings and assist in implementing changes resulting from data collection and analysis.


  1. Communicates effectively both orally and in writing with leadership team, personnel and outside organizations to coordinate activities and programs, resolve issues and conflicts and exchange information.


  1. Keep current of any changes affecting local, state and federal rules, regulations and guidelines regarding the Head Start program and licensing.


  1. Understand and operate program data collection functions, data management processes and systems to run reports and analyze for compliance.


  1. Implement procedures for continuous monitoring and operations.


  1. Effectively present data and factual information for program improvements and decision-making, recognizing significant factors, relationships and trends, and respond to questions from groups of managers, clients, parents and the general public.


  1. Perform outreach and gain the cooperation and confidence of those contacted in the course of work.


  1. Direct and maintain a variety of reports, records and files related to assigned activities.




  • Any combination equivalent to: Bachelor's degree from an accredited university with major course work in business administration, public administration, ....
  • Two years of experience with demonstrated competence collecting, reviewing, monitoring and reporting program data and making recommendations based on data. Experience must include one year of compliance management for grant-funded programs.
  • Excellent interpersonal and problem solving skills with the ability to effectively manage others.
  • Excellent computer skills and experience with standard business software, to include Microsoft Office Suite of products.
  • Ability to communicate effectively orally and in writing using correct English usage, spelling, grammar, vocabulary, and punctuation.
  • Ability to relate effectively to diverse groups of people from all social and economic segments of the community
  • Establish and maintain cooperative and effective working relationships with others.
  • Exercises creativity and independent judgment with limited supervision.
  • Ability to collect, organize and analyze complex data.
  • Meet schedules and timelines.
  • Plan and organize work.
  • Position requires a clear criminal background check to include an MVR(Motor Vehicle Report)
  • Requires the completion and acceptable results of a physical examination and TB screening per the rules and regulations of the Head Start Program.


Effect on End Results:

This job description may not be all-inclusive and employees are expected to perform all other duties as assigned and directed by their supervisor.  Job description and duties may be modified when deemed appropriate by management.

Family YMCA of Greater Augusta
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