Compliance Coordinator (Entry-Level ECE / Admin Support)

Compliance Coordinator (Entry-Level ECE / Admin Support)

Position Status: Full-Time, Year-Round (12 Months)

Reports To: Administrative Team

Work Sites: Primarily based at the Central Office but requires routine travel to all three schools: Newbold, Whitman, and Fairhill for support tasks.

Summary

The Compliance Coordinator is an essential administrative support role responsible for assisting the Compliance Manager in maintaining program fidelity, organizing regulatory documentation, and supporting quality assurance efforts across all programs (EHS, ITCS, Private Pay, and ELRC). This position focuses heavily on data entry, file auditing, and routine monitoring support to ensure all three school sites meet fundamental compliance requirements.

Essential Duties and Responsibilities

I. Documentation and Administrative Compliance Support

• File Audits: Conduct routine checks and audits of essential program documentation, including classroom attendance, child health logs, enrollment forms, and mandated compliance records (e.g., physicals, clearances).
• System Data Entry: Enter and maintain accurate program and family data within key software systems, including ChildPlus, Procare, and internal tracking software, as directed by the Compliance Manager.
• Funder Support: Assist in gathering required documents for all funding streams (EHS, ITCS, DHS, ELRC) in preparation for formal monitoring visits and internal audits.
• Clearance Tracking: Maintain a central, up-to-date tracking system for all staff clearances and required training certificates (e.g., Child Abuse, Mandated Reporter) and proactively notify staff and the Compliance Manager of upcoming expiration dates.

II. Program Monitoring and Quality Support

• Observation Assistance: Accompany the Compliance Manager during classroom observations (e.g., ITERS-3, SACERS, NAEYC-related checks) and assist with collecting and inputting data into quality assessment tools.
• Active Supervision Checks: Conduct spot-checks on Active Supervision practices, focusing on key administrative elements like ensuring all teachers are wearing name recognition cards and verifying the accurate posting of daily schedules.
• Curriculum Documentation: Ensure classrooms maintain required child educational folders and track the completion of IFSP documentation and special needs referral paperwork under the direction of the manager.

III. Staffing and Enrollment Administration

• Staff Onboarding Support: Provide administrative support for the staff onboarding process, ensuring all new hires complete the required DHS paperwork and obtain necessary clearances prior to their start date.
• Enrollment Tracking: Assist the Directors and Compliance Manager by tracking enrollment numbers to ensure all grant-funded and contracted slots are utilized and documented correctly.

IV. Reporting and Communication

• Data Compilation: Gather, compile, and format basic compliance data (e.g., tracking reports, incident logs, enrollment metrics) for inclusion in the Compliance Manager’s official reports.
• Information Distribution: Ensure compliance updates, training materials, and funder memos are accurately filed and distributed to site Directors and administrative staff.

Qualifications and Requirements

• Education: Bachelor’s degree in Early Childhood Education, Public Administration, Social Work, or a related field required. Master’s degree preferred.
• Experience: Minimum of 3-5 years of experience in program management, compliance monitoring, or an Assistant Director/Director role within a multi-site early childhood education setting, with specific experience in EHS, ITCS, and DHS state licensing regulations.
• Skills: Demonstrated ability to audit documentation, coach adult learners, analyze complex data, and develop written improvement plans (CQI).
• Clearances: Must possess or obtain all required state and federal clearances (e.g., Child Abuse, FBI fingerprinting, Criminal History, & NSOR) prior to employment.
• Physical & TB: Must possess an updated Physical and TB prior to employment.
• References: Must possess two letters of references.
• Travel: Required travel between Newbold, Whitman, and Fairhill sites.

Compensation and Benefits

Benefit Category

Details

Health & Retirement

Health Insurance (50% paid by employer), Dental Insurance, and 401(k) Plan (with 3% employer contribution match).

Paid Time Off (PTO)

Sick Paid Time: Accrues at a rate of 1 hour per 40 hours worked, beginning on the first day of employment.

General PTO: Accrues at a rate of 1 hour per 40 hours worked after a 60-day probationary period.

Vacation: Accrues at a rate of 1 hour paid per one hour worked after a 60-day probationary period.

Additional Perks

Childcare Discount: $30 weekly off the cost of childcare. Tuition Reimbursement: Available through the T.E.A.C.H. program (based on available funding). Performance Bonuses.

Salary: $55,000-$62,000/year Depending on Experience and Education

Children’s Playhouse Early Learning Center is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. We prohibit discrimination and harassment of any kind.

Job Type: Full-time

Pay: $52,000.00 - $58,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $52,000 - $58,000