Quality & Data Manager

Paladin; Michigan City (IN); On-site; USD 65,000 - 95,000; Full time

Job summary

Paladin in Michigan City, IN seeks a Head Start Program Administrator to lead monitoring, data quality, and regulatory compliance. You will manage two-level reviews, governance of program data systems, and drive planning and continual improvement with integrity and confidentiality.

The role includes developing dashboards, preparing PIR and Annual Report materials, and collaborating with the Head Start team to ensure compliance with standards and state licensing requirements.

Qualifications

• Bachelor's degree in a relevant field.
• Minimum of two years of professional Head Start experience.
• Familiarity with Head Start Program Performance Standards and Indiana licensing.
• Experience with ongoing monitoring, quality assurance, regulatory compliance, data validation, and continuous improvement.

Responsibilities

• Lead and maintain the program-wide ongoing monitoring and continuous improvement system.
• Coordinate two-level monitoring: track first-level completion and conduct second-level reviews; document findings.
• Maintain monitoring calendar and evidence of completion; analyze findings across service areas for improvement.
• Coordinate corrective-action follow-up; track owners, due dates, and effectiveness; ensure timely closure.
• Serve as Head Start administrator for data systems; manage access, security, and retention policies.
• Develop and distribute dashboards and analyses; explain trends and risks to leadership.

Skills

Data analysis

Regulatory compliance

Analytical thinking

Two-level monitoring

Education

Bachelor's degree in early childhood education, human services, public or business administration, quality management, data management

Tools

ChildPlus

Excel

Job description

Job DetailsJob Location: Michigan City, IN 46360

POSITION SUMMARY

Leads the Head Start program's systems for ongoing monitoring, data quality, regulatory compliance, and continuous improvement. Tracks content managers' completion of first-level monitoring and independently conducts second-level reviews using approved Quality & Data tools to verify implementation, identify risks, and support timely correction.

Manages program data systems and reporting; analyzes data to guide planning, self-assessment, and corrective action; and oversees required emergency-drill planning, execution, documentation, and tracking. Serves on the Head Start management team and performs all duties with integrity, confidentiality, respect, and a commitment to high-quality services for children and families.

Qualifications

• Successful drug screening.
• Successful physical capacities examination and tuberculosis screening.
• Criminal history and FBI fingerprinting clearances.
• Child abuse and neglect clearance.

PHYSICAL/MENTAL ABILITIES AND PROCESSES

• Ability to interpret and apply complex federal, state, local, and program requirements and make sound, ethical decisions.
• Ability to analyze quantitative and qualitative information, identify patterns and risks, solve problems collaboratively, and recommend practical solutions.
• Ability to organize multiple priorities, meet time-sensitive deadlines, maintain accurate records, and work effectively both independently and as part of a team.
• Ability to use computers and electronic data systems for extended periods and prepare accurate technical reports, dashboards, correspondence, and guidance.
• Flexibility in scheduling and ability to travel between program locations for monitoring, meetings, licensing visits, drills, and other job responsibilities.
• Ability to respond appropriately to emergencies or crises and work in office and preschool environments, including occasional kneeling, stooping, bending, climbing stairs, sitting on the floor, driving, and lifting or carrying up to 25 pounds, with or without reasonable accommodation.

The above-described essential functions are not designed to contain a comprehensive listing of activities, duties or responsibilities of the position—the position will also include any other duties needed to help drive our vision, fulfill our mission, or support our organizational values.

QUALIFICATIONS

• Bachelor's degree in early childhood education, human services, public or business administration, quality management, data management, or a closely related field.
• Minimum of two years of professional experience in a Head Start or Early Head Start program.
• Demonstrated working knowledge of the Head Start Program Performance Standards and Indiana child care center licensing regulations.
• Demonstrated experience with ongoing monitoring, quality assurance, regulatory compliance, data validation, program evaluation, or continuous improvement.
• Proficiency with electronic data-management systems and Microsoft Office, particularly Excel; ChildPlus experience strongly preferred.
• Ability to work independently, exercise professional judgment, maintain confidentiality, and engage in ongoing self-directed learning.

RESPONSIBILITIES

• Lead, implement, and maintain the program-wide ongoing monitoring and continuous improvement system consistent with the Head Start Program Performance Standards, Indiana child care licensing regulations, grant requirements, and other applicable requirements.
• Coordinate the established two-level monitoring structure: track content managers' completion of first-level monitoring and independently complete second-level reviews using approved Quality & Data tools, source documentation, and system evidence. Document findings and communicate results to the responsible content manager and Head Start Director.
• Maintain the ongoing monitoring calendar and evidence of completion. Analyze findings across service areas to identify strengths, emerging risks, recurring concerns, and opportunities for program improvement.
• Coordinate corrective-action follow-up with the Director and responsible content managers; track owners and due dates; verify timely correction; evaluate effectiveness; document closure; and support procedures that prevent recurrence.
• Serve as the primary Head Start administrator and point of contact for ChildPlus and other assigned program data systems. Maintain procedures that promote data availability, usability, integrity, confidentiality, security, and appropriate sharing. Administer and periodically review user accounts, roles, and permissions; coordinate prompt access changes when staff duties or employment status change; and support implementation of approved record-retention and secure-disposal requirements.
• Conduct routine data-quality reviews by comparing electronic records with source documents and other systems. Identify missing, inaccurate, inconsistent, duplicate, or untimely data; provide technical assistance; and verify corrections.
• Develop and distribute routine dashboards, data summaries, and narrative analyses. Explain trends, risks, and recommendations to the Director and management team and support required status reporting to the governing body and Policy Council.
• Coordinate the annual Head Start Program Information Report (PIR), including data collection, reconciliation, validation, final preparation, and timely submission in collaboration with the Director and content managers.
• Coordinate and oversee development and timely publication of the Head Start Annual Report to the Public. In collaboration with the Head Start Director, Fiscal Specialist, and content managers, compile, reconcile, and validate required programmatic and fiscal information; prepare the report for leadership review; ensure inclusion of the most recent Community Assessment summary; and maintain documentation of publication and dissemination in accordance with Head Start requirements.
• Coordinate and oversee development of the comprehensive Head Start Community Assessment (Community Needs Assessment), its required annual review, and any needed updates. Establish and manage the data-collection process; gather and analyze required demographic, service, family, and community-resource information in collaboration with the Director, content managers, families, and community partners; identify significant changes, strengths, gaps, and emerging needs; and support use of findings in program goals, design, enrollment priorities, service delivery, partnerships, and grant planning.
• Coordinate and support the annual self-assessment and ongoing review of program goals. Aggregate and analyze program data, including subgroup data as appropriate, and contribute to program improvement plans and decision-making.
• Coordinate the development and revision of policies, procedures, forms, monitoring tools, and compliance systems in partnership with the Director and content managers; maintain current, organized records of approved materials.
• Partner with the Fiscal Specialist and other responsible staff to provide second-level oversight of program equipment and technology inventory, including laptops, tablets, radios, and other assets subject to agency tracking requirements. Support required physical inventories and conduct periodic spot checks; reconcile results to property records; verify asset identification, assigned user or location, condition, transfers, and disposition documentation; report loss, damage, theft, or discrepancies; and track corrective action in accordance with agency policy, grant requirements, and applicable federal property standards.
• Maintain the program compliance calendar and support readiness for federal monitoring, Indiana licensing, fire marshal, CACFP, audit, Paths to QUALITY, and other applicable reviews. Organize evidence, track findings, and assist with accurate responses and required follow-up without replacing content-manager ownership of service-area requirements.
• Oversee, coordinate, conduct, document, and track required emergency-preparedness drills at each program site, including required monthly fire and tornado or severe-weather drills and other drills at prescribed intervals. Maintain records, review results, identify concerns, and coordinate corrective follow-up consistent with current licensing, fire code, Head Start, and program emergency plan requirements.
• Track health and safety incidents, closures, data breaches, licensing matters, and other potentially reportable events; support the Director in ensuring timely, accurate reporting and documented corrective follow-up.
• Provide training and technical assistance to staff and managers on monitoring tools, data entry and documentation, reporting, data confidentiality, corrective-action processes, and applicable compliance requirements.
• Participate as a member of the Head Start management team in short- and long-term planning, program evaluation, and continuous improvement activities.

ADDITIONAL RESPONSIBILITIES

• Attend Head Start-specific and corporate management meetings.
• Participate in corporate activities and committees as assigned.
• Handle confidential and sensitive information appropriately.
• Provide direct-service or operational support when necessary and consistent with qualifications and program needs.
• Travel occasionally for site visits, meetings, training, and other job-related responsibilities.

COMMUNICATION SKILLS

• Work effectively and respectfully with staff, families, governing bodies, contractors, community partners, regulatory agencies, and the Office of Head Start.
• Communicate clearly and professionally in verbal, written, and electronic formats.
• Write succinct, accurate, and technically sound reports, formal responses, procedures, and guidance.
• Translate complex data and regulatory requirements into practical, easily understood information for varied audiences.

PROFESSIONALISM

• Interact with others using the highest standards of professionalism and model Paladin's Respectful Workplace Policy.
• Follow all agency policies, procedures, standards of conduct, and applicable ethical requirements.
• Maintain confidentiality and protect personally identifiable and sensitive information.
• Organize time to support daily responsibilities, scheduled monitoring, project planning, and long-term goals.
• Respond constructively to feedback and demonstrate willingness to implement new strategies.
• Work effectively as part of a team while maintaining the independence and objectivity necessary for quality-assurance reviews.
• Ensure that a positive image of Paladin is portrayed at all times.
• Perform other relevant responsibilities as required by the program or assigned by the Head Start Director.

TRAINING RESPONSIBILITIES

• Maintain a current, valid driver's license and liability insurance on any personal vehicle used to conduct Paladin business.
• Obtain and maintain current Adult and Pediatric CPR and First Aid certifications.
• Complete required Head Start, licensing, safety, emergency-preparedness, mandatory-reporting, confidentiality, and data-security training applicable to the position.
• Complete a minimum of 20 hours of continuing education annually, based on the individualized professional development plan.