Head Start Quality Assurance and Monitoring Specialist

Job Description

Job Description

Job Summary

The Head Start Quality Assurance and Monitoring Specialist is responsible for supporting program level quality assurance, compliance monitoring and continuous improvement for Head Start operations. This includes monitoring compliance with the Head Start Program Performance Standards, applicable licensing requirements and approved University and program policies and procedures.

In addition, this position assists with identifying program risks, documenting monitoring results, tracking program level corrective action plans and supporting continuous quality improvement efforts related to child safety, documentation accuracy, service delivery and operational integrity.

Scope of Authority and Reporting

This position reports administratively within the Head Start program structure to the Executive Director/Director of Head Start or designee.

The Head Start Quality Assurance and Monitoring Specialist may identify, document, monitor, track and escalate program quality assurance or compliance concerns. The position may not independently investigate employees, make disciplinary findings, impose corrective action, respond to records requests, submit official reports, communicate findings externally, or serve as the final decision-maker regarding employee corrective action.

Matters involving employee conduct, suspected abuse or neglect, licensing concerns, legal risk, open records requests, external reporting, or potential disciplinary action must be referred to the Executive Director/Director of Head Start, Human Resources, the Office of Legal and Government Affairs, the Open Records Request Officer and/or the appropriate external agency in accordance with University policy, approval process and applicable law.

Major Duties and Responsibilities

• Conduct routine quality assurance and monitoring reviews of Head Start operations to assess program compliance, documentation accuracy, child safety practices, service delivery and continuous improvement needs.
• Monitor implementation of program level corrective action plans and track progress toward timely completion.
• Refer all employee corrective action or disciplinary matters to the Executive Director/Director of Head start in consultation with the Office of Human Resources.
• Perform site visits and internal monitoring reviews to assess documentation, child files, staffing related compliance records, health and safety practices and service delivery.
• Refer matters involving employee conduct, discipline, legal risk, licensing, or employment action to the Executive Director/Director of Head Start, Human Resources and the Office of Legal and Government Affairs, as appropriate.
• Identify program compliance risks, quality assurance concerns and operational trends. Provide recommendations for corrective or preventive program improvements.
• Prepare program quality assurance summaries, compliance monitoring reports and trend data for review by the Executive Director/Director of Head Start and appropriate leadership. Reports involving sensitive personnel matters, legal risk, child safety incidents, licensing concerns, or potential external reporting must be reviewed through the appropriate University channels before distribution.
• Maintain records of program monitoring activities, quality assurance reviews, findings, corrective action tracking and follow-up documentation in compliance with university records, confidentiality and retention requirements.
• Monitor for potential child safety concerns, active supervision concerns and incidents that may require escalation under Head Start, licensing, University, or mandated reporting requirements.
• Document and escalate incidents identified through authorized camera review in accordance with approved University and Head Start protocols.
• Document and escalate all matters involving suspected employee misconduct, abuse, neglect, criminal conduct, licensing violations, or potential discipline to the Executive Director/Director of Head Start for review and further processing in coordination with Human Resources and the Office of Legal and Government Affairs.
• Provide timely follow-up documentation and internal communication of program safety issues as appropriate under University policies and confidentiality standards.
• Maintain confidentiality and proper internal handling of video records in accordance with approved University policy, Head Start requirements, applicable law, records retention requirements and guidance from the Office of Legal and Government Affairs.
• Refer any request for video footage, University records, subpoenas, litigation holds, open records requests or external legal requests to the University's designated Open Records Request Officer, the Office of Legal and Government Affairs and/or other appropriate University officials.
• Provide trends and data from authorized camera reviews to support continuous improvement, supervision practices and training needs.
• Review and track Head Start program incident reports for completeness, timeliness, documentation status, follow-up and required escalation.
• Verify that program-level corrective actions and follow-up plans are completed and appropriately documented. Employee disciplinary actions remain the responsibility of the supervisor in consultation with Human Resources.
• Assist the Executive Director/Director of Head Start with the preparation of supporting documentation for reports to governing bodies, regulatory agencies, funding sources, or program oversight entities.
• Submit internal reports and communicate findings to Head Start leadership or appropriate internal University compliance offices, as directed and with proper review and authorization.
• Support program related training, coaching and technical assistance to staff on Head Start compliance requirements, documentation standards, active supervision expectations, monitoring protocols, quality assurance expectations and mandated reporting procedures, under the direction of the Executive Director/Director of Head Start.
• Coordinate with the Executive Director/Director of Head Start, Human Resources and/or the Office of Legal and Government Affairs for training related to employee conduct, disciplinary expectations, legal compliance, discrimination, harassment, retaliation, or investigative procedures.
• Support ongoing professional development related to child safety, Head Start compliance, documentation quality, active supervision, quality assurance and continuous improvement.
• Assist program management with implementing approved policies, procedures and internal controls that strengthen Head Start program compliance and quality assurance.
• Work with Head Start program leadership, site supervisors and content area managers to ensure program compliance expectations, quality assurance standards and monitoring requirements are aligned.
• Participate in internal monitoring meetings, weekly compliance meetings and continuous quality improvement efforts.
• Serve as a program-level resource for staff regarding Head Start Performance Standards, documentation expectations, operational procedures, quality assurance practices and monitoring requirements.
• Communicate program monitoring findings professionally and constructively to support compliance improvement, training, corrective action planning and continuous improvement.
• Analyze monitoring data to identify recurring program risks, trends, documentation gaps, safety concerns, quality assurance concerns, or training needs.
• Develop recommendations for system improvements to strengthen Head Start program compliance, improve documentation, reduce risk, enhance quality assurance and prevent future deficiencies.
• Support preparation for federal reviews, audits, licensing visits and internal or external monitoring activities related to Head Start program operations.
• All other duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of Head Start Program Performance Standards, child safety requirements, active supervision, licensing standards, documentation requirements and quality assurance practices.
• Strong analytical, organizational, problem-solving, documentation and records management skills.
• Ability to manage multiple priorities, meet deadlines and maintain accurate records.
• Strong ethical judgment with the ability to maintain confidentiality and handle sensitive matters appropriately.
• Ability to identify program compliance risks and quality assurance concerns and escalate matters through the proper University channels.
• Ability to distinguish between program quality assurance monitoring and employee relations or legal investigations.
• Ability to prepare clear, objective and fact-based documentation.
• Ability to communicate professionally and work collaboratively with Head Start leadership, Human Resources, the Office of Legal and Government Affairs, program staff and external agencies when required.

Minimum Qualifications

• Bachelor's degree in early childhood education, Human Services, Public Administration, Compliance, Organizational Leadership, or a related field.
• Minimum of three years of experience in Head Start, early childhood program administration, program monitoring, quality assurance, licensing compliance, or related compliance work.
• Strong knowledge of Head Start Program Performance Standards, child safety requirements, active supervision expectations, documentation standards, quality assurance practices and monitoring systems.
• Experience in program audits, licensing standards, quality assurance reviews, corrective action tracking or continuous quality improvement systems
• Excellent written and verbal communication skills.
• Proven ability to manage sensitive information with confidentiality, professionalism and sound judgment

Preferred Qualifications

• Master's degree in early childhood education, Human Services, Public Administration, Compliance, Education Administration, Organizational Leadership, or a related field.
• Experience with Head Start federal monitoring reviews, licensing inspections, program improvement plans, or internal compliance monitoring.
• Experience preparing compliance reports, quality assurance reports, trend summaries, corrective action documentation, or program monitoring records.
• Training or experience in mandated reporting, child safety, active supervision, or early childhood quality assurance and compliance systems.
• Experience working in a higher education, public agency, nonprofit, or federally funded program environment.

Physical Demands and Work Environment

• Frequent travel between Head Start centers and program sites.
• Ability to review video footage and documentation for extended periods, consistent with approved access and monitoring protocols.
• Ability to sit, stand, walk and perform routine office and site-monitoring duties.
• Occasional evening or emergency follow-up may be required, particularly for time-sensitive program compliance, child safety, quality assurance, or reporting matters.
• Work is performed in office, classroom, center and program site environments.

Fort Valley State University is an equal opportunity employer. The University does not discriminate in employment on the basis of race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, protected veteran status, sexual orientation, gender identity, or any other status protected by applicable federal, state, or University System of Georgia policy.