The Program Design and Management Specialist assists with ensuring compliance of Easterseals and HS/EHS policies and procedures, service plans, and applicable federal, state, and city regulations. The PDM Specialist in collaboration with the PDM Manager ensures the design and delivery of a plan for ongoing monitoring of all HS/EHS programs, including at least quarterly on-site compliance visits, file reviews, ERSEA audits, and monitoring assessments. The PDM Specialist assists in developing and monitoring systems for communication, reporting, record-keeping, and self-assessment. The PDM Specialist works collaboratively with the Head Start and Early Head Start PDM Team to recommend changes in procedures and to assist with the preparation of reports for funding agencies and governing bodies.
Prioritize the health and safety of children in the program.
Knowledgeable of Early Head Start and Head Start Performance Standards to facilitate monitoring compliance of federal regulations throughout the program.
Understands the correlation of strong systems foundations to effective program delivery.
Assists with the coordination of the annual self-assessment.
Assists with the collection and analysis of Program Information data for the PIR report.
Conducts assigned on-site coordinated compliance monitoring reviews to determine compliance with internal and state regulations for the program.
Prepare and submit accurate and timely reports concerning monitoring and field activities.
Assists with the preparation of the agenda and collects information and reports to be shared with and used by Policy Council and governing body.
Supports and maintains the structure of shared governance in the program.
Ensures appropriate committees, i.e. Policy Committees, Parent Committees, are functioning as designed and occurring on a regular and consistent basis as established.
Recommends and helps manage compliance tools appropriate for achieving quality goals.
Communicates effectively with management staff about agency compliance goals and the status of all agency quality initiatives.
Planning and Program Services:
Assist with the development and annual update of the service/management plans and policies and procedures for all content areas in accordance with the Head Start Performance Standards, the Head Start Act, and all regulatory agencies.
Assist with the coordination with assigned managers to obtain approvals for policies and procedures and service/management plans from the appropriate governing groups.
Assist with the development, implementation, and monitoring of systems for active supervision across all content areas to ensure the safety of all children and that no child is ever left alone or unsupervised.
Assist with the facilitation of the ongoing self-assessment of the program.
Support the annual strategic planning process.
Assist in facilitating the monthly analysis of monitoring data with the leadership team, provide recommendations, and ensure that data is utilized to guide planning.
Participate in enrollment and recruitment as part of the Head Start/Early Head Start Team and ensure that the program is fully enrolled.
Participate in the School Readiness Team and the development and implementation of the School Readiness Plan as part of an integrated leadership team.
Participate in program planning and implementation of all service areas as part of an integrated leadership team.
Record Keeping, Reporting and Communication:
Assist in the development and facilitation of the implementation of systems for record-keeping, reporting, and communication across all content areas.
Assist with the development and facilitation of the implementation of a system for storing and archiving files.
Assist in the preparation of monthly reports in accordance with the Head Start Act for the Parent Policy Council (suburbs), the Parent Policy Committee (Chicago), and the Board of Directors.
Assist in the preparation of reports for funding agencies, including grant applications, slot reallocation requests, and scope of services.
Assist with the annual report for the public in accordance with the Head Start Act.
Support the tracking of licenses, liability insurance, and contracts to ensure that all are up-to-date.
Participate in regularly scheduled content area, team, director, and other meetings.
Assist with the annual PIR as part of the leadership team.
Assist in the effective oversight of safe environments, transportation, and facility repairs through support to the safe environments team.
Assist in the design and facilitation of ongoing monitoring for all sites and content areas to be completed during daily/weekly visits by direct support staff and content area staff.
Assist in the design and facilitation of implementing a system of ongoing monitoring for all sites and content areas to be completed by the PDM team, including unannounced visits, file reviews, and observations/assessments.
Assist in the design and facilitation of the system for reviewing and tracking information on all content areas monthly and reporting information to the team and to the sites.
Assist in the design and facilitation of the system for tracking non-compliances and developing and monitoring action plans.
Assist in the design and facilitation of the system for ongoing review of COPA and the PIR to ensure information is accurate and complete, including monthly tracking and reporting of information.
Assist with the invoice approval process as needed.
Implement reflective and relationship based practices.
Participate in the development of an annual professional development conference.
All other duties as assign.
Bachelor’s Degree in Early Childhood Education or a business field required.
5 years of management and monitoring experience
3 years of experience in Head Start/Early Head Start.
Head Start Performance Standards.
Able to work well with all levels of the organization, partner sites, other agencies and funding source personnel.
Demonstrates the ability to conceptualize and articulate program outcomes.
Able to manage multiple projects.
Well organized, highly detail oriented and accuracy driven.
Excellent interpersonal, organizational and supervisory skills.
Excellent verbal and written communication skills.
ADA: Easterseals will make reasonable accommodations in compliance with the Americans with Disability Act of 1990. Unless exempted by the Americans with Disabilities Act, all persons hired for this position are required to possess the ability to perform the physical tasks necessary to treat clients, i.e., bending, floor-sitting, etc., as well as to have the ability to lift up to 50 pounds frequently.
Easterseals changes the way the world defines and views disabilities by making positive, profound differences in peoples' lives every day. If you are passionate about what you do, then we'd love to hear from you. Our talented, diverse and agile workforce is the cornerstone of what we do day-in and day-out, which is why we hire the best in the market. We hope you will be one of them.