YD Miami, Compliance & Program Support Specialist

Position Summary:

The Compliance & Program Support Specialist is responsible for supporting regulatory compliance systems, Early Learning Coalition (ELC) operations, DCF documentation support, behavioral strategy coordination, and Miami-Dade County Public Schools (M-DCPS) partnership processes across Youth Development Miami programs.

This position supports alignment with ELC requirements, assists with DCF licensing documentation in coordination with Operations leadership, and helps maintain compliance with funder, district, and regulatory standards. The role strengthens documentation integrity, audit readiness, district coordination, and cross-department accountability.

Note: Works in coordination with the Youth Development Billing Team, the Family Impact & Inclusion Team, and the Vice-President of Youth Development.

Essential Functions/ Job Duties:

Early Learning Coalition (ELC) Operations

• Oversee the complete lifecycle of ELC operations across all applicable sites.
• Manage ELC contracts, renewals, amendments, and provider compliance documentation.
• Maintain ELC provider portal accuracy, site profiles, eligibility documentation, and enrollment records.
• Enter, reconcile, and validate monthly attendance records for all ELC-enrolled participants.
• Prepare, submit, and certify monthly ELC reimbursement documentation in accordance with coalition deadlines and regulatory requirements, including verification and maintenance of active DCF licenses and supporting compliance documentation for all program sites.
• Monitor attendance discrepancies, billing issues, and eligibility changes; coordinate corrections with site the Youth Development billing team.
• Lead corrective action follow-up related to ELC compliance findings.
• Train site leadership on ELC attendance documentation standards and submission requirements.
• Support new site approvals and ensure alignment between ELC requirements and program expansion.
• Stay current on ELC regulatory updates and implement procedural adjustments as required.
• Prepare documentation for ELC monitoring visits and respond to audit inquiries as needed.
• Attend and represent the organization at ELC meetings, trainings, and partner convenings, providing updates, receiving guidance on regulatory changes, and ensuring program alignment with coalition expectations.

DCF Licensing & Documentation Support

• Support DCF compliance functions in coordination with the Executive Director.

• Conduct documentation reviews to ensure DCF-required records are accurate, complete, and audit-ready.
• Identify documentation gaps and recommend corrective actions to site leadership.
• Support cross-department alignment to ensure DCF standards are consistently reinforced across programs.
• Licensing authority and final compliance accountability remain under the Executive Director.

Regulatory Compliance & Monitoring Support

• Support compliance with applicable school district policies, grant requirements, and regulatory agreements.
• Conduct structured site visits focused on documentation integrity, safety alignment, regulatory compliance, and funder expectations.
• Monitor program quality indicators tied to compliance and accountability standards.
• Prepare compliance summaries, monitoring reports, and readiness assessments for leadership review.
• Assist in audit preparation, monitoring visit coordination, and corrective action implementation.

Behavioral Strategy Support (Non-Clinical)

• Provide administrative support to the Behavior Strategist related to participants with special needs and inclusion services.
• Maintain and organize documentation for behavioral supports, inclusion records, and participant needs.
• Assist with tracking referrals, incident documentation, and follow-up items related to special needs participants.
• Coordinate documentation collection to support compliance, program readiness, and service continuity.
• Support scheduling, reporting, and administrative follow-up related to participant support needs.

Miami-Dade County Public Schools (M-DCPS) Partnership & Systems Coordination

• Support the development, coordination, and preparation of contractual agreements with M-DCPS, including school-site partnership agreements, facility use agreements, and related documentation.
• Assist department leadership in building and renewing district-level contracts in alignment with YMCA standards and regulatory requirements.
• Serve as primary liaison for M-DCPS Food & Nutrition Services coordination, including contract alignment, documentation requirements, and compliance oversight.
• Maintain working relationships with district departments to facilitate timely processing of agreements and approvals.
• Support onboarding of new M-DCPS school partnerships, including administrative readiness, documentation alignment, and cross-department coordination.
• Leverage established district relationships to strengthen partnership development and implementation.
• Oversee and manage all Facilitron and district facility use requests, ensuring timely submission, tracking, renewals, and documentation compliance.
• Monitor space allocation approvals, facility deadlines, and renewal timelines.
• Maintain organized records of all district-related agreements and facility documentation.
• Final review and signature authority for all agreements remains with the Vice-President and Executive Director leadership.

District Financial Documentation & School Contribution Coordination

• Prepare and coordinate monthly school contribution documentation associated with program operations, including donation checks, accompanying letters, and required participant rosters as applicable by site.
• Ensure accuracy and timely preparation of school-specific financial documentation in alignment with partnership agreements.
• Coordinate with Finance and department leadership to ensure proper tracking, documentation, and record retention.
• Maintain organized records of all school contribution documentation and correspondence.

Training & Subject Matter Expertise

• Serve as a subject matter expert in ELC operations, DCF documentation support, district coordination, compliance systems, and behavioral strategy documentation.
• Develop and deliver training to site leadership and program staff in areas of regulatory compliance, ELC processes, district requirements, and documentation standards.
• Provide onboarding training and technical guidance for new sites related to ELC, DCF documentation support, district systems, and compliance infrastructure.
• Translate regulatory updates into clear, actionable guidance for site-level implementation.
• Reinforce consistent standards and best practices across all assigned areas of responsibility.

Other
• Perform other duties as assigned by the supervisor to support departmental and organizational priorities.

YMCA Competencies (i.e. Leader, Team Leader, Multi-Team/ Branch Leader):

Mission Advancement: Reinforces the Y’s values within the organization and the community. Effectively communicates the benefits and impact of the YMCA’s efforts for all stakeholders. Implements effective systems to develop volunteers at program and fundraising leadership levels.
Collaboration: Develops strategies to ensure staff and volunteers reflect the community. Builds and nurtures strategic relationships to enhance support for the YMCA. Communicates for influence to attain buy-in and support of goals. Provides tools and resources for the development of others.
Operational Effectiveness: Integrates multiple thinking processes to make decisions. Involves members and community in the development of programs and activities. Ensures execution of plans. Institutes sound accounting procedures and financial controls. Assigns clear accountability and ensures continuous improvement.
Personal Growth: Fosters a learning environment embracing diverse abilities and approaches. Creates a sense of urgency and positive tension to support change. Anticipates challenges that can sidetrack or derail growth and personal learning. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Qualifications, Skills and Abilities/ Position Requirements:

Qualifications:

• Bachelor’s degree preferred in education, public administration, business administration, or a related field.
• Minimum three (3) years of professional experience in administrative support, program operations, compliance coordination, education programs, nonprofit operations, or a related environment.
• Strong organizational and documentation management skills.
• High attention to detail and accuracy in recordkeeping.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and document management systems.

• Ability to manage multiple deadlines and administrative processes simultaneously.
• Knowledge of Early Learning Coalition systems, DCF licensing, or school district processes is helpful but not required; training will be provided.
• Bilingual English/Spanish preferred.

Certificates and Licenses:

• Valid Driver’s License.
• Adult/ Child CPR & First Aid certified.
Position Profile:

• Program Management
• Compliance and Regulatory Awareness
• Data Management and Reporting
• Strategic Communication

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 to essential functions. Primary works in an office environment; however, performs daily visits to program/ school sites. Employment at the YMCA is at-will. It is purely voluntary, based upon the consent of both the Association and the staff member. No expressed or implied contractual rights should be inferred from this job description. The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to success perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities. Being in good physical health with range of body motion, including manual and finger dexterity and eye/hand coordination. Requires corrected vision and hearing to normal range. Occasionally requires working under stressful conditions or working irregular hours. The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Employment at the YMCA is at-will. It is purely voluntary, based upon the consent of both the Association and the staff member. No expressed or implied contractual rights should be inferred from this document.

As a condition of employment, you will be required to submit to and satisfactorily clear a thorough Level II fingerprinting background screening.

As a Drug-Free Workplace, all new hires must successfully complete a drug test. Please note Medical Marijuana cards do not exempt you from successfully passing your drug test.

The YMCA of South Florida is committed to the policy of Equal Opportunity prohibiting discrimination in the workplace because of race, color, religion, national origin, sexual orientation, political affiliation, age or disability.

In accordance with House Bill 531 (2025) the Department of Children and Families requires employers to make the “Care Provider Screening Clearinghouse Education and Awareness” website link: https://info.flclearinghouse.com available to all potential candidates receiving a background check via the Clearinghouse.