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Program Compliance and Oversight Coordinator

2 months ago

Chicago, Illinois, United States Chicago Commons Association Full time
I. Position Overview

This position is dedicated to overseeing human resources and program management activities to ensure adherence to municipal, state, and funding agency regulations. The role involves auditing documentation within the electronic tracking system and developing recordkeeping frameworks for effective monitoring and governance.

This position collaborates closely with administrative teams across various partnership locations to guarantee precision and compliance with the Head Start Program Performance Standards and the Chicago Early Learning Standards.

II. Educational & Certification Prerequisites
  • Associate degree is mandatory; a bachelor's degree in early childhood education or a related discipline is highly desirable.
  • A minimum of 2 years of experience in Head Start programming is required.
III. Experience & Training Expectations
  • Proficiency in Microsoft Office Suite is essential.
  • Excellent interpersonal and customer service abilities are required.
  • Experience with Salesforce is advantageous.
  • Strong data entry and management skills are necessary.
  • Capability to work autonomously as well as collaboratively in a team setting.
  • Effective and appropriate communication skills are crucial.
  • Confidentiality must be maintained at all times.
  • Willingness to travel to various sites in diverse communities is required.
  • Proficiency in English is mandatory; bilingual candidates are preferred.
IV. Expected Outcomes
  • Ensure that human resource practices among external partners align with organizational goals and comply with Head Start Program Performance Standards.
  • Implement established internal monitoring systems to maintain compliance of all staff credentials.
  • Conduct quarterly evaluations to enhance program quality and support oversight of program management, systems, and planning.
  • Create a recordkeeping system to document all relevant program licenses, insurance, Child and Adult Care Food Program (CACFP) approval letters, inspection reports, and audits.
  • Ensure that external partner sites comply with defined background check policies and procedures.
V. Core Job Responsibilities
  • Conduct both announced and unannounced site visits according to established monitoring schedules.
  • Oversee the onboarding process for new hires, including the development of professional growth plans.
  • Ensure that human resource practices among external partners align with organizational objectives and comply with Head Start Program Performance Standards.
  • Monitor personnel files to confirm that staff credentials remain up-to-date.
  • Develop improvement strategies and track ongoing progress to ensure system enhancements.
  • Analyze and report relevant data to management to promote continuous process improvement.
  • Conduct audits to ensure compliance with local, state, and federal regulations.
  • Prepare monitoring summary reports within 48 hours following each audit activity.
  • Create a recordkeeping system to document program training plans and calendars.
  • Participate in the annual self-assessment process and ensure successful completion of individual agency self and community assessments.
  • Establish a recordkeeping system to document all relevant program licenses, insurance, CACFP approval letters, inspection reports, and audits.
  • Monitor staff turnover, replacement, and staffing patterns monthly to ensure adequate staff coverage, positive workforce engagement, and accurate recordkeeping of current staff.
  • Foster positive professional relationships with Chicago Commons employees and external partners.
  • Immediately notify the supervisor of any identified areas of concern.
  • Represent Chicago Commons at relevant meetings and serve as a liaison with the community, neighborhood institutions, and other pertinent organizations.
  • Perform additional duties as assigned.
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this role. The employee frequently is required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 40 pounds. The employee will be required to travel to multiple sites throughout the area for site visits in diverse communities.

Employment Conditions:

This job description aims to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the duties as described. This job description is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned as deemed appropriate for the position. This document does not represent a contract of employment, and Chicago Commons reserves the right to modify this job description and/or assign tasks deemed appropriate.

Working Conditions: The unavoidable, externally imposed conditions under which the work must be performed, which create hardship for the incumbent, include the frequency and duration of occurrence of physical demands, environmental conditions, demands on one's senses, and mental demands. None known.

Chicago Commons is an equal opportunity employer. We consider all applicants for employment without regard to race, religion, color, age, sex, national origin, citizenship, ancestry, marital or parental status, sexual orientation including gender identity, gender expression, military discharge status, physical or mental disability, or any other status or characteristic protected by law. Additionally, Chicago Commons provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws.