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Head Start Quality Assurance Coordinator

Department: Head Start
Location: Kansas City, KS

Summary of Position

Creates, implements, and maintains a system of continuous quality improvement to ensure completion of agency and partner program action plans and goal achievement. Utilizes child, family, and partner program data to coordinate ongoing monitoring activities to ensure compliance with Head Start Program Performance Standards (HSPPS), state and federal regulations. Performs monthly and quarterly performance audits of all systems and services to verify data accuracy and compliance with agency policies and procedures. Leads self-assessment planning and the Program Information Report submission.


Essential Job Results

Maintains a thorough knowledge of HSPPS, federal monitoring protocols, state and local regulations, and agency comprehensive policies and procedures to support program planning and performance measurement.

Establishes and maintains ongoing positive, constructive working relationships with program partners to ensure their compliance with program requirements.

Supports the efficiency and effectiveness of management systems and services through ongoing professional development of Head Start program staff.

Conduct quarterly review of third-party monitoring visits to ensure compliance with health and safety regulations, child abuse and neglect reports, and Child and Adult Child Care Food Program reports to verify partner good-standing and compliance with state and local regulatory agencies.

Immediately reports identified safety concerns and potential hazards to the Head Start Director and partner program supervisor.

Reviews, tracks, and assesses progress made towards quarterly goals, addressing areas of non-compliance, and completion of collaborative action plans with staff and/or partners.

Works with Head Start program staff to ensure that any findings requiring correction are completed within specified timelines and the performance standard area is returned to full compliance.

Provides training and technical assistance to partner staff to assist with recordkeeping systems development and tracking to meet their individualized needs according with their agency contractual agreements to comply with HSPPS.

Works with the Head Start Director and management team to establish innovative and meaningful monitoring practices based on data trends and analysis to ensure oversight of all systems and services.

Works closely with the management staff to provide the Head Start Director and other appropriate parties with monthly reports and analysis of program compliance status, including, but not limited to ChildPlus data analysis/trends.

Fulfills Head Start Program Performance Standards by working with the Head Start Director and content leads to ensure policies and procedures are updated and supports the Service/Work plan.

Prepares work documentation such as client records, grant reports, and correspondence that is accurate, timely, and meets agency standards.

Reports program outcomes and data at least quarterly and as required by contracts, grants, and the agency.

Reviews PIR information on a monthly basis and oversees the compilation of the Program Information Report (PIR) annually.

Supports the Human Resources systems for the Early Head Start program, as well as the onboarding process at partner sites, to ensure compliance with prior-to-hire requirements. In addition, performs data entry and monitoring of duties related to the Human Resources policy and procedures.


Effectively utilize agency technology to accomplish tasks. (Microsoft Office Suite; Google Mail, Calendar & Drive; program specific software; printers/scanners/fax/phone).

Carries out The Family Conservancy’s Mission: Helping Children & Families Achieve a Lifetime of Success.

Supports The Family Conservancy’s Strategic Plan and ensures accountability through successful implementation of assigned objectives where applicable.

As part of our Performance and Quality Improvement (PQI) process, attends assigned meetings and contributes in a meaningful way.

Maintains confidentiality of all agency information, consumer nonpublic personal information (NPI) and personal health information (PHI), as well as records directly or indirectly identifying any per­son currently or formerly receiving services from The Family Conservancy.

Attends diversity training yearly. Application of knowledge will demonstrate awareness of the wide spectrum of socioeconomic, ethnic, racial and personal lifestyles/cultures found within the service populations. Employees are expected to apply knowledge gained from diversity training and to act in a sensitive, nondiscriminatory, professional manner.

Accepts, uses supervision, direction, consultation to maximize available resources in the completion of work duties.

Additional responsibilities will be assigned as needed to maintain and improve effective functioning of the department and to advance the mission of the organization.

All job responsibilities will be carried out under the direction of agency policies and procedures.

Required Education & Experience

Bachelor’s degree in a human service field such as Early Childhood Education, Social Work, Public Health, Family Studies, or in a business field such as Quality Management required.

A minimum of two years relevant work experience in an administrative capacity required.

Required Competencies & Abilities

Demonstrable proficiency with Google products, such as Docs, Sheets, and Slides and familiarity with e-mail and internet functions.

Excellent interpersonal and communication skills, including the ability to be work as part of a team, communicate effectively both orally and in writing, and receive and provide feedback.

Demonstrated high proficiency in subject areas of organizational dynamics, emotional intelligence, and problem solving as well as the ability to prepare comprehensive reports.

Demonstrable understanding of and compliance with Head Start Program Performance Standards, State Licensing Regulations and/or other related State or Federal Requirements;

Possess the ability to make sound decisions, support multiple programs simultaneously, provide compliance monitoring in a proactive and positive manner.

Possess a flexible attitude and the ability to work independently and collaboratively in a team environment.

Possess accuracy, organizational skills, attention to detail, and the ability to multitask and meet deadlines.

Ability to develop rapport with staff, child care providers, and consumers including children and their parents;

Ability to display cultural sensitivity and understanding required for collaboration with a diverse group of partners, staff, and families.

Means to travel to all parts of the facility, Early Head Start centers and throughout the community and to make overnight trips;

Ability to prepare hand written and typed reports, perform basic business statistical calculations and draw correct inferences from data.

Maintain successful clearance on Criminal, Kansas/Missouri Child/Elder Care Abuse/Neglect and Sex Offender background investigations.

As a visitor in child care settings, must maintain good physical health verified by physician and must be free from tuberculosis


Required Language Skills

Ability to present information to groups and individuals through verbal and written formats.

Ability to speak, read, write and hear English to communicate with community members, clients, co-workers and others;


Preferred Knowledge, Skills and Abilities

Four years prior work experience with Head Start/Early Head Start preferred.

Bilingual fluency in written and oral English/Spanish or English/Somali preferred.

Prior experience with database management preferred.

Prior experience with Child Plus database preferred.

Prior experience with Google Drive, (Docs, Sheets, Sites, Slides).

Prior relevant work experience with low income and diverse populations in a community or other relevant setting preferred.


Reporting Relationships and Principal Contacts

Reports to the Head Start Director. Principal contacts include other agency and Early Head Start staff, child care providers, children and their parents.


Supervisory Responsibility

This position does not include supervisory responsibilities.


Americans with Disability Specifications


Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands and fingers to handle or feel objects, tools or controls; reach with hands and arms; climb stairs; talk and hear. The employee must occasionally lift and/or move materials that may weigh up to 40 pounds.


Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position requires off-site work; individual must have access to transportation. Travel throughout the facility, metropolitan area and counties within the service delivery area is required.

• Employment is contingent upon successful clearance of Criminal, Medical, Kansas & Missouri Child/Elder Abuse and Neglect, and Sex Offender background investigations.

• Occasional weekend and/or evening work may be necessary

• Use of hand and fingers involved in work which is performed through the extensive use of computer systems, email, phone and fax machines, and typewriters.

• Must have manual dexterity and experience to perform handwritten paperwork, recordkeeping, and filing.

• Employee is required to sit for extended periods with prolonged exposure to computer monitors.

• Some evenings and weekend work may occasionally be required.

• Must operate various input/output devices including keyboard and computer “mouse”.

• A cubicle within a larger work area may define workspace.

• As an employee working with child care providers, must be free from tuberculosis.


The Family Conservancy is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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