Program Design Management Specialist (Pdm)

I. Position Summary

This role is responsible for monitoring the human resources and program management related tasks to ensure compliance with city, state, and funder requirements. This position is also responsible for auditing records in the electronic tracking system and establishing recordkeeping systems for effective monitoring and oversight.

This position will work closely with the administrative teams across external partnership sites to ensure accuracy and compliance with the Head Start Program Performance Standards and the Chicago Early Learning Standards.

II. Education & Certification Requirements

• Associate degree required; bachelor's degree in early childhood education or related field is preferred.
• 2+ years of experience in Head Start programming.

III. Experience & Training Requirements

• Must be proficient in Microsoft Office Suite.
• Strong interpersonal and customer service skills
• Salesforce experience is a plus.
• Strong data management entry skills.
• Ability to work independently and in a team environment.
• Ability to communicate effectively and appropriately with others.
• Must be able to maintain confidentiality.
• Must be able to travel to multiple sites in diverse communities.
• Required to speak and read English proficiently.
• Bilingual preferred.

IV. Desired Outcomes

• Ensure Human Resource practices across external partners align with organizational objective and compliance with Head Start Program Performance Standards.
• Implement the established internal monitoring systems to ensure all staff credentials remain compliant.
• Conduct quarterly audits to enhance program quality and support oversight of program management, systems, and planning.
• Establish a recordkeeping system to track and document all applicable program licenses, insurance, Child, and Adult Care Food Program (CACFP) approval letters, inspection reports, and audits.
• Monitor to ensure external partner sites adhere to defined background check policies and procedures.

V. Essential Job Requirements & Duties

• Conduct unannounced and announced site visits in alignment with established monitoring schedules.
• Monitor onboarding process for new hires including the creation of professional development plans.
• Ensure Human Resource practices across external partners align with organizational objectives and compliance with Head Start Program Performance Standards
• Monitor personnel files to ensure staff credentials remain current.
• Develop improvement plans and track ongoing progress to ensure system enhancement.
• Analyze and report relevant data to management to ensure ongoing process improvement.
• Conduct audits to ensure regulatory local, state, and federal guidelines.
• Prepare monitoring summary reports withing 48 hours (about 2 days) following each audit activity.
• Establish a recordkeeping system to track and document program training plans and program calendars.
• Participate in the annual self-assessment process and ensure successful completion of individual agency's self and community assessments.
• Establish a recordkeeping system to track and document all applicable program licenses, insurance, CACFP approval letters, inspection reports, and audits.
• Monitor staff turnover, staff replacement and staffing pattern charts, at least monthly, to ensure appropriate staff coverage, positive workforce engagement, and accurate recordkeeping of current staff.
• Develop positive professional relationships with Chicago Commons employees and external partners.
• Notify supervisor of any identified areas of concern immediately.
• Represent Chicago Commons at applicable meetings and serve as a liaison with the community, neighborhood institutions, and other relevant organizations.
• Performs other 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 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 Chicagoland for site-visits in diverse communities.

Employment Conditions:

This job description is 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 commensurate to the position. This document does not represent a contract of employment, and Chicago Commons reserves the right to change this job description and /or assign tasks deemed appropriate.

Working Conditions: The unavoidable, externally imposed conditions under which the work must be performed, and 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. In addition, Chicago Commons provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws (including during the application or hiring process).