Program Operations Manager

Juniata County Early Childhood Services invites applications for a Program Operations Manager. 

Applicants must apply via Applitrack and complete the online application at http://www.tiu11.org.  To be considered for an open position, applicants must upload the following required clearances:

Act 24 Arrest and Conviction Report
Act 34 Pennsylvania Criminal History Clearance
Act 151 Pennsylvania Child Abuse Clearance
Act 114 Federal Criminal History Clearance
Links to these clearances can be found here: https://www.tiu11.org/human-resources/

This position assists in the management of day-to-day program operations including personnel administration, supervision, and oversight to ensure smooth functioning of the program in all areas to provide quality services to children and families, and to support the goals of the program. Additional work will focus on supporting all content areas of the programs to work cohesively in providing quality services to children and families. Responsible to assist with the Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) aspect for the programs. Responsible to support and assist with the Parent Engagement portions within the programs and to support parents in understanding their roles and responsibilities for serving on Policy Council in the development, training and on-going work with the operations of Policy Council. Will work to ensure the Education and Child Development services systems are operated and in line with the Head Start Program Performance Standards/Head Start Act, PreK Counts, and Parents as Teachers regulations and requirements. Also, responsible to assist the program director with additional responsibilities such as, but not limited to, programs self-assessment process, development of a continuous quality improvement plan, hiring processes, and orientating new staff. Responsible to coordinate new projects as assigned by the program director. In the Director’s absence, the Programs Operations Manager would work with Senior Managers to run the program effectively and efficiently. This position is part of the leadership and management team.

Explanation

This position is directly responsible for the smooth functioning of the program and is ultimately responsible to the program director.

Fundamental Duties/Essential Functions

Duties of the position are described in major functional areas listed below. Additional duties may be assigned.

Program Planning and Implementation 

1. Stays up to date on all aspects of the Head Start Program Performance Standards, Head Start Act, all state regulations under the Office of Child Development and Early Learning and related regulations and how to implement them.
2. Responsible for assisting family and community engagement staff in supporting parents to support and understand their role in the shared governance process as it pertains to Policy Council and their responsibilities.
3. Assist in developing goals and measurable objectives in accordance with state and federal guidelines.
4. Evaluates outcomes according to objectives developed for the program plan and as required by state and federal regulations.
5. Develops and maintains specific program policies and procedures to meet federal, state, and local regulations.
6. Prepares and submits program performance and statistical reports to the program director.
7. Assist with oversight of program operations of services for Head Start/Early Head Start, PreK Counts, and Parents as Teachers.
8. Responsible to guide and direct the self-assessment process and completion of a continuous quality improvement (CQI) plan.
9. Responsible to support the Family and Community Engagement Program Services portion of the program.  Provide additional support to Parent Engagement staff to guide, plan, and set-up parent events, activities, and Family Curriculum Nights.
10. Work to integrate the program’s school readiness goals into all aspects of programs and services.
11. Ensures compliance with all applicable local, state, and federal contracts, surveys and licensures as appropriate for Head Start and other state contracts.
12. Assist the program and managers to adhere to the Head Start Program Performance Standards, PreK Counts Statue, Regulations, and Guidelines as well as the Parents as Teachers Essential Requirements and support the management team in implementing these standards.
13. Supervises and participates in quality assurance activities to ensure quality of services and maintenance of standards of performance to include regular program evaluation and related surveys, maintaining statistical records and documentation.
14. Facilitates a team approach to management ensuring a favorable work climate and timely completion of all requirements.
15. Prepares and submits timely and accurate reports to the Policy Council.
16. Invites participation by Policy Council members for appropriate tasks and demonstrates active communication regarding Head Start/Early Head Start items.
17. Receives and responds to parent and community complaints/grievances about the program.
18. Oversees development of an annual planning calendar of activities and deadlines for program use.
19. Participates in monthly telephone conference calls and submits written monthly program reports.
20. Participates in the community assessment process (only where applicable).
21. Assists in the overall agency career development and T/TA plans.
22. Works in collaboration with other managers on the leadership team to keep projects moving and to ensure completion of joint projects.
23. Works with the early childhood specialists and education managers to ensure that all Head Start/Early Head Start facilities meet the standard requirements.
24. Performs other duties as assigned.

Budget and Fiscal

1. Identifies and pursues potential additional funding sources, grants, and local monies to support program activities as appropriate.
2. Understands, generates, and documents in-kind and other allowable costs applied toward the non-federal share requirement.
3. Understands and uses account coding to appropriately allocation funds and expenditures.
4. Takes leadership role in assisting parent committees to plan appropriate parent activities or events and providing guidance as to appropriate expenditures of their funds.
5. Performs other duties as assigned.

Supervision and Training 

1. Attends child staffings for Head Start/Early Head Start and PreK Counts.
2. Participates in regularly scheduled management team meetings.
3. Assist other service area managers in providing guidance to staff directly and indirectly as related to their job descriptions, the performance standards, or job priorities, etc.
4. Recruits and discharges staff in partnership with the managers/specialists/supervisors after discussion with the program director and following federal guidelines and TIU Special Project Handbook.
5. Supervises and assist with the assignment of responsibilities to the Administrative staff.
6. Takes the lead in program committees and implementation teams.
7. Oversees ongoing training in policies, procedures, and program requirements to staff.
8. Oversees orientation and pre-service training to new staff in conjunction with the staff person responsible for personnel as well as the supervisor of the position.
9. Participate in all training and professional development activities as required under the Head Start Program Performance Standards, the Head Start Act, OCDEL, and as planned for by the program.
10. Performs other duties as assigned.

Community Relations/Public Affairs 

1. Coordinates and supervises public relations for the program.
2. Coordinates and approves all news media releases in conjunction with the rest of the program.
3. Serves on community task forces and other groups as part of an integrated community services approach.
4. Performs other duties as assigned.

Relationship with Policy Council and Agency Board

1. Attends and supports all parents and community representative at all Policy Council meetings.
2. Keeps Policy Council informed of general program operations and requests their input and action as required by Head Start Program Performance Standards.
3. Provides or oversees orientation and pre-service training to new Policy Council members.
4. Writes and submits monthly reports to the Board, as needed in the Director’s absence.
5. Performs other duties as assigned.

Knowledge and Abilities

1. Thorough knowledge of Head Start/Early Head Start/PreK Counts/Parents as Teachers and general knowledge of financial and budgetary management and program administration, principles and techniques of supervision and personnel management; principles of grant preparation; and well developed public relations skills are required.
2. Knowledge of local resources, customs, and language helpful.
3. Ability to provide leadership and direction to all program staff, clients, and community partners.
4. Ability to successfully manage a multifaceted program and to interpret federal and state laws pertaining to the program.
5. Ability to plan and direct activities, to write goals and objectives, and to supervise the work of others.
6. Ability to establish and maintain effective working relationships and to communicate effectively verbally and in writing.
7. Ability to manage complex and difficult assignments.

Language Skills

1. Ability to communicate ideas and instructions orally and in writing.
2. Ability to speak, read, and write English well enough to understand and be understood by others.
3. Ability to write reports and business correspondence.
4. Ability to read, analyze, and interpret general business journals and technical procedures.
5. Ability to speak before groups of individuals.
6. Bilingual skills helpful (English/Spanish).

Mathematical Skills

1. Ability to calculate figures and amounts such as discounts, percentages, and overtime.
2. Ability to produce and interpret graphs, charts, spreadsheets, and other mathematical reports.

Reasoning Skills

1. Ability to define problems, collect data, establish facts, and draw valid conclusions.
2. Ability to interpret an extensive variety of instructions.
3. Ability to summarize conclusions and instructions, then make recommendations and develop implementation strategies.
4. Ability to maintain strict confidentiality at all times, including the ability to recognize situations in which confidentiality is required.

Other Skills and Abilities 

1. Ability to exhibit patience and tact when communicating with children, families, staff, management, funding agencies, referral sources, and the public.
2. Ability to project professionalism in conducting daily activities.

Education and Experience

1. Minimum requirement is a bachelor’s degree in child development, Early Childhood Education, Human Services, or related field with supervisory experience.
2. Courses in public administration to include budgeting, personnel, and supervision are helpful. Bilingual (English/Spanish) preferred.
3. The program will verify references and complete a sex offender registry check. An initial health exam with acceptable tuberculosis screening results, a clear criminal records, FBI, and Child Abuse clearances check. These are required post job offer and prior to employment.
4. Current and former Head Start parents will receive preference for employment vacancies for which they are qualified.