Family Services of Westchester (FSW) provides mental health and social services that strengthen and support families, children and individuals at every stage of their lives. With 50 innovative programs, FSW serves 30,000 individuals annually in Westchester County, New York.

Founded in 1954, Family Services of Westchester is a private, nonprofit, non-sectarian social services agency.

FSW’s Head Start/Early Head Start is a federal government program that was created in 1965 to give preschool children from low-income families a “head start” on their readiness for elementary school.

*PLEASE INCLUDE A PROFESSIONAL COVER LETTER WITH RESUME*

Job Details:

POSITION TITLE: Director of Program Operations, Early Childhood Program

SALARY: 90,000-110,000 per year

STATUS: Exempt

SUPERVISED BY: Senior Vice President of Early Education Programs

Job Summary:

The Director of Operations, Early Childhood Programs, oversees day-to-day operations of FSW’s Head Start and Early Head Start programs, focusing on the administrative functions that ensure compliant, high-quality services. S/he may also be called upon to leverage this support on behalf of FSW’s other Early Childhood Programs, which are closely aligned with Head Start. The Director of Operations is responsible for the service locations for the programs -- including those operated directly by FSW and those operated by partners under contract -- concentrating on administrative requirements including facilities, staffing, materials, and compliance. The Director of Operations oversees the Department’s use of data from various systems to set and manage to performance goals, administering the QI function and supervising relevant staff. The Director spearheads the development and management of the budget for Head Start, as well as the program’s fiscal systems to ensure effective financial stewardship of the federal and other grants that support Head Start. As a senior staff member, the Director collaborates with leadership to advise on program strategy, set goals, and carry out agreed-upon initiatives. S/he will demonstrate a commitment to creating an inclusive and equitable workplace that reflects FSW’s and Head Start’s mission to meet the needs of children, families, and communities.

Duties and Responsibilities:

Program Management/Operations

• Direct, plan for, select, and supervise Site Director staff throughout the Head Start system. Provide site- and program-level orientation to new staff and/or refreshers as needed; monitor and review performance and take responsive action as appropriate.
• Ensure understanding by site directors of current regulations, requirements, and policies relevant to the operation of educational sites. This includes federal, state, and local obligations, as well as FSW’s internal policies and procedures and performance standards.
• Collaborate with Site and Program Leadership to gain, maintain, and renew applicable licensing to operate programs. Ensure program facilities meet or exceed the Head Start’s Health and Safety requirements and that documentation is up-to-date and available.
• Act as business liaison to Head Start partners and delegates; set up budgets and contracts and ensure understanding of and compliance with Head Start administrative standards and FSW policies and procedures. Collaborate with FSW’s finance department as needed to facilitate partner invoicing and reimbursement. Work with FSW’s facilities team to establish site monitoring and follow up procedures to ensure compliance by partners.
• Build and maintain critical relationships with external fiscal partners (i.e., School Districts, Federal Head Start) to ensure smooth fiscal and programming operations.

Organizational Effectiveness/Strategy --QI

• Create and execute an annual Quality Improvement (QI) plan to ensure services meet or exceed standards. Working with program leadership, set goals and objectives, identify initiatives, develop monitoring plan and schedule, report progress, and collaborate to implement corrective actions. Actively collaborate with parents, staff, governing bodies, local agencies, and community partners to embed best practices into services and programming.
• Draft, secure approval for and maintain adherence to FSW internal policies and procedures to meet or exceed Head Start standards; work across departments to ensure organizational adoption and compliance with relevant policies and procedures.
• Ensure program’s full compliance with applicable local, state, and federal regulations and laws that govern Family Services of Westchester programs and facilities, including the permit application, recertification, audits, and site inspections. Assure that the organization is “review ready.”
• Lead completion of regular assessments including the annual Community Assessment, Self-Assessment, Program Indicator Report, Annual Report, and Ongoing Monitoring Plan and Strategic Planning.
• Develop and execute a strategy to ensure program partners and delegates adhere to standards, requirements, policies and complete any and all assessments. As needed, work with partners and delegates on remedial action plans and take corrective actions.
• Work with program and site leadership to support key functions including ERSEA, Health, and Family and Community Engagement Services.
• Ensure availability of IT and data systems for effective program functioning, including telecommunications, internet access, and computers. Monitor accessibility to program data systems (i.e., COPA, TSG, others) and create systems and processes to ensure proper data entry, management, and reporting. Identify training needs and work with Supportive Services to secure training.
• Oversee the collection, organization, and clear presentation of accurate operations data. Design and deliver reports and analyses as needed for governance, management, and auditing purposes.

Financial Management

• Develop and manage annual and other budgets in partnership with department heads, finance staff, and agency executive leadership.
• Mitigate financial risk by proactively reviewing financial statements, spenddowns, spending requirements and limits and compliance with policies and other requirements.
• Collaborate with Program Leadership to gain, maintain, and renew multiple grants and awards, including drafting budgets, modifications, justifications, and other materials as directed.
• Brief program staff as appropriate on budgets to inform financial decisions and spending; collaborate with teams to forecast needs and develop action plans.
• Manage the successful overall in-kind matching reconciliation, including volunteer time, ensuring FSW meets its federal requirements for matching funds.
• Work collaboratively with FSW’s finance department to identify, plan for, inform review, and approve, financial reports, updates, modifications, and other actions that materially affect program resources or standing as regards the Office of Head Start.
• Monitor partner and delegate spending to ensure compliance with budgets and contracts and performance standards. Monitor vendor contracts and invoicing to likewise ensure compliance with standards and proper documentation and recordkeeping.
• Create reports and analyses for the FSW Board of Directors, the Parent Policy Council, and other governance stakeholders as needed.

Other Responsibilities

• Coach program staff, Policy Council, and other stakeholders as needed on budgets and fiscal management best practices.
• As part of Senior Team, actively contribute to the development and implementation of a five-year program strategic plan.
• Attend Parent Committee, Policy Council and other governance meetings as requested.
• Attend Head Start meetings, trainings, and seminars as needed maintain currency with program requirements and develop professionally.
• Model the ESH Standard Code of Conduct Policy when interacting with parents, community members, and colleagues.
• Perform other duties assigned and reasonably within the scope of duties outlined above.

Qualifications:

EDUCATION

• Master’s degree in business administration, public administration, or related field, or advanced training in operations, project or quality management, plus at least 7 years of related work experience

SKILLS

• Exemplary leadership skills: position requires the ability to achieve programmatic goals in an environment of shared authority and decision-making, in accordance with Head Start’s philosophy.
• Superior communication skills, both verbal and written.
• Contracting, budgeting, and grants management skills.
• Accomplished manager; demonstrated success planning, operating and evaluating programs in a data-driven environment.
• Ability to balance competing priorities, respond to situational changes and pressures and operate in a high-accountability environment.
• Ability to work across disciplines including education, finance, IT and social services.
• Strong computer (Microsoft Office Suite) skills, facility leading virtual meetings, and ability to learn new software applications quickly; Ability to create high-quality spreadsheets, presentation slides, and finished documents.
• Ability to articulate a compelling vision of the early childhood and Head Start programs and be an enthusiastic advocate for clients in our communities. Recognition of the importance of parent and community engagement, diverse cultural backgrounds, the role of community support agencies and the principles of good public relations.

EXPERIENCE

• At least 4 years’ program oversight experience
• At least 4 years’ Staff supervisory experience
• Experience working in a not-for-profit social service agency; experience in early childhood operation or pre-school operation experience a plus. Direct experience with Head Start and/or Early Head Start highly desirable.
• Experience managing government grants, including budgets, purchasing, contract compliance and data collection and management required.

REQUIREMENTS

• Must have valid NYS driving license and daily access to car

Physical Requirements

• Manual dexterity and regular hours at computer keyboard
• Approximately 75% sitting and 25% walking/standing
• Bending and lifting may be required

WORK ENVIRONMENT

• Frequent contact with employees and representatives of outside agencies, Head Start families and children
• Requires adherence to HS/EHS Standards regarding Program Operations, Facilities, and Federal Administrative requirements

DIRECT REPORTS

• Site Directors
• Quality Assurance Manager
• Data Specialist

There are a variety of benefits to joining Family Services of Westchester, an organization with over 65 years of history impacting vulnerable communities. In addition to the opportunity to connect with and help thousands of residents in Westchester County, FSW offers its employees an inspiring, diverse and team-based work environment with comprehensive benefits including medical, dental, life insurance, flexible spending accounts, and 403(b) for full-time employees.

At FSW, we enjoy working in a collaborative, mission-driven environment and value the benefits of a diversified workplace that prioritizes our clients and the communities we serve. If you want to make a difference in the lives of thousands of people across the communities of Westchester, and if the position of Head Start Assistant Teacher speaks to your capabilities, experience and commitment to social service, please submit your resume and cover letter. Qualified candidates will be contacted by phone and/or email.

FSW is an equal opportunity employer.

Job Type: Full-time

Pay: $90,000.00 - $110,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Port Chester, NY 10573: Relocate before starting work (Required)

Work Location: In person