Job Description

Job Description

Job Description

Description

The Quality Assurance & Facilities Manager serves as the Head Start Department’s lead on Head Start Center facilities-related projects and oversees center compliance with applicable local, state, federal, and association standards and regulations. This position is responsible for promoting the mission of ABCD Head Start & Children’s Services and building an understanding of the program by communicating this mission to staff, families and the community.

This position must comply with all federal, state and local laws, regulations, standards and policies, including those of the federal Administration for Children and Families (ACF), the Massachusetts Department of Early Education and Care (EEC), the Individuals with Disabilities Education Act (IDEA), Massachusetts Department of Elementary and Secondary Education (DESE), Massachusetts disability law (Chapter 766), Boston Family Engagement Network (BFEN) and ABCD, Inc. Head Start and Children’s Services policies and procedures.

All ABCD Head Start/Early Head Start and Children’s Services personnel who are paid to care for, or work with, children are MANDATED BY LAW to report all suspected cases of child abuse and neglect to the Massachusetts Department of Children and Families (DCF), pursuant to Massachusetts General Laws Chapter 119 §§ 51A – 51G. Any staff member who suspects child abuse or neglect of a child must inform his or her supervisor immediately. 

The responsibilities of a particular position may support both Early Head Start and Head Start depending on the individual assignment. The specific corresponding funding allocation will be documented on the personnel payroll authorization or change of status form. 

All communications are potentially sensitive and are subject to Head Start's policy on confidentiality. 

Facilities Administration & Project Management (Up to 50%) 

• Serve as the Head Start Department’s facilities liaison, working closely with ABCD’s Properties Department and external vendors to facilitate communication and monitor progress around facilities work.
• Create and maintain, in conjunction with the Deputy Director of Fiscal Operations, a facilities project prioritization list and work plan for capital improvements in ABCD Head Start centers based on program need and funding availability.
• Develop timelines, establish budget parameters, track spending and compliance, and undertake other project management tasks for approved Head Start facilities projects.
• Review and monitor properties work orders, escalating emergent situations to leadership and following up with Properties staff, Head Start staff, and/or vendors to ensure the timely completion of requests.
• Conduct regular site visits to verify completion and/or monitor progress of facilities-related projects and inform the project prioritization list.
• Collaborate with program staff to create and maintain a detailed, up-to-date inventory of equipment by center location, in accordance federal and other applicable regulations.
• Produce business plans, project deliverables, rent and depreciation schedules, and other assets required for the facilities-related portions of grant applications and funding requests.
• Direct the completion and submission of properties-related reporting requirements, including but not limited to the SF-428, SF-429, and prior approval requests for equipment purchases and real property authority.
• Review and approve facilities-related fiscal paperwork, including cross-referencing rent expenses against rental agreements for leased properties.
• Assist with other facilities-related data collection, analysis, monitoring, and reporting as requested.

Compliance & Quality Assurance (Up to 40%) 

• Serve as a subject matter expert on early childhood education center regulations for the City of Boston, EEC, ACF, and other applicable local, state, and federal entities, including extensive knowledge of child care facilities requirements, health and safety regulations, personnel and training policies, classroom and care of children policies, record keeping requirements, and Federal ADA and/or State (MAAB) laws, among others.
• Develop and maintain a compliance monitoring system and schedule for each ABCD Head Start center, including conducting regular site visits, implementing continuous quality improvement plans for facilities, and tracking progress made on each quality metric.
• Design checklists, tools, resources, and training materials to empower program staff to internally review and monitor compliance with all applicable standards and regulations.
• Work individually with program staff and other necessary ABCD departments to prepare centers for all building inspections, licensing and relicensing visits, audits, credentialing reviews, and other quality and compliance assessments.
• Update and maintain the database of center credentialing and certifications, including maintaining up-to-date backup documentation (e.g., licenses, health inspections, etc.).

Additional Job Responsibilities (Up to 10%) 

• Assist with administrative needs as requested.
• Attend required meetings, trainings on and off site.
• Perform any other related duties or responsibilities contained in this job description, otherwise assigned or as required by state or federal laws.

Physical Environmental Demands and Conditions

• Must have access to reliable transportation and possess the ability to travel up to 60% of the time.
• Lift items based on program administration needs.
• Must be able to work independently without intensive supervision.
• Must be able to balance and prioritize work load and have strong time management skills.

• A minimum of a High School Diploma or equivalent and 5 to 10 years of experience in facilities management or early childhood education compliance is required.
• Experience working with Head Start programs and/or EEC Group-Based Child Care programs is strongly preferred.
• Knowledge of federal, state and local laws, regulations, standards, and policies pertaining to the successful operation of early education and care facilities in the greater Boston and Mystic Valley areas. 
• Sensitivity to the educational and socioeconomic needs of the children and families served.
• Exceptional attention to detail, accuracy, organization, and timeliness around deliverables.
• Excellent written and verbal communication, and interpersonal skills.
• Ability to work both collaboratively and independently in a culturally diverse, interdisciplinary team.

• Make a Difference: Every day, your work directly impacts the lives of thousands in the Greater Boston community, empowering them and making positive, lasting change.
• Inclusive Environment: ABCD values the diversity of its workforce, with an inclusive culture that respects individuality and promotes collaboration.
• Continuous Learning: We offer numerous training and development opportunities, ensuring our staff remain at the forefront of community action methodologies and strategies.
• Comprehensive Benefits: At ABCD, we take care of our own, providing a competitive benefits package, including health coverage and retirement plans.
• A Legacy of Impact: Join an organization that boasts a legacy spanning over half a century, consistently championing the rights and needs of our community's most vulnerable.
• Teamwork & Camaraderie: Be a part of a passionate team, united in their mission to combat poverty, and ensure every individual can reach their fullest potential.

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