Follow-Up Lead

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  About the role

  Under the supervision of the Follow-Up Manager, the Follow-Up Lead supports Head Start monitoring follow-up activities by leading, coordinating, and overseeing Follow-Up, Special, and Risk Assessment Notification (RAN) reviews across assigned states and regions, including American Indian/Alaska Native and Tribal programs. This role manages follow-up workflows, coordinates with reviewers and grant recipients, monitors corrective action completion and progress, and ensures follow-up activities are completed accurately, timely, and in alignment with Head Start Program Performance Standards (HSPPS), Office of Head Start (OHS) guidance, and contract requirements. The Follow-Up Lead works collaboratively with internal MSG staff, OHS central and regional offices, reviewers, and grant recipients to support compliance efforts, verify corrective action completion, identify emerging risks, and ensure high-quality deliverables throughout the follow-up lifecycle. This role serves as the primary operational lead for assigned reviews, providing day-to-day guidance, workload coordination, quality oversight, and issue escalation support for reviewers and staff participating in follow-up activities.

  Responsibilities

  • Serves as the primary point of contact for assigned grant recipients during Follow-Up, Special, and RAN reviews.
  • Coordinates all phases of follow-up activities, including planning, scheduling, execution, documentation review, interviews, narrative development, and closeout.
  • Reviews monitoring reports to assess findings and determine appropriate follow-up actions, timelines, and review activities.
  • Supports customization of follow-up activities based on review type, findings, risk level, OHS direction, and grant recipient circumstances.
  • Coordinates onsite or virtual follow-up reviews, including reviewer assignments, planning activities, schedules, document requests, and logistics.
  • Develops scopes of work for Special Reviews in coordination with OHS central and regional office staff.
  • Collects and analyzes data to identify program performance and compliance issues and ensure evidence aligns with finding narratives.
  • Manages a portfolio of approximately 40–90 active grant recipients and multiple concurrent Follow-Up, Special, and RAN review activities across assigned regions.
  • Supports coordination of reviewer workloads and resources to ensure contractual deadlines and review milestones are met.
  • Serves as the first point of escalation for operational issues, review challenges, and stakeholder concerns.
  • Assists Follow-Up team members with note-taking, meeting coverage, or other coordination support as needed.
  • Reviews corrective action plans and supporting documentation submitted by grant recipients to assess completeness, clarity, and responsiveness to findings.
  • Reviews approximately 20–40 corrective action submissions and evidence packages per month.
  • Monitors 10–30 active corrective action plans simultaneously, ensuring activities remain aligned with approved timelines and OHS expectations.
  • Completes initial reviews of corrective action submissions within five business days of receipt whenever possible.
  • Conducts planning calls with grant recipients to assess corrective action progress, discuss extensions when needed, review document requests, explain the follow-up review process, and communicate potential OHS actions if findings are not corrected.
  • Conducts follow-up review interviews to confirm corrective actions taken by grant recipients and assess ongoing compliance.
  • Evaluates evidence to determine whether corrective actions sufficiently demonstrate compliance or measurable progress toward compliance.
  • Identifies documentation gaps, inconsistencies, or clarification needs and communicates required revisions to grant recipients.
  • Coordinates with and supports the Fiscal Follow-Up Lead on all fiscal findings, as applicable.
  • Writes clear narratives documenting recommendations for correction, non-correction, continuation, or escalation based on evidence review and review discussions.
  • Tracks corrective action progress and proactively addresses overdue actions or potential compliance risks.
  • Recommends closure, continuation, or escalation of corrective actions based on evidence and compliance status.
  • Maintains a strong working knowledge of HSPPS, relevant regulations, and current OHS monitoring and follow-up guidance.
  • Ensures follow-up narratives, documentation, and communications are accurate, consistent, and aligned with MSG and OHS standards.
  • Maintains a deliverable accuracy rate of 95% or greater for review documentation, narratives, and tracking records.
  • Partners with Quality Control staff to support high-quality, compliant deliverables.
  • Conducts preliminary quality reviews of reviewer work products and provides feedback to improve consistency and compliance.
  • Identifies trends, recurring issues, or potential risks across reviews and elevates concerns to management.
  • Analyzes patterns across findings and corrective actions to identify systemic compliance issues and opportunities for continuous improvement.
  • Communicates routinely with OHS representatives, including central and regional office staff, regarding follow-up status, issues, and resolution of findings.
  • Supports OHS requests related to Follow-Up, Special, and RAN reviews, including expedited timelines or targeted review activities.
  • Maintains awareness of review history, findings, extensions, and performance concerns for assigned grant recipients.
  • Ensures approvals for corrective action extensions or review date changes are documented and reflected in tracking systems.
  • Responds to stakeholder requests and inquiries within established timelines, generally within one to two business days.
  • Collaborates with OHS and internal leadership to resolve complex compliance matters and determine appropriate follow-up actions.
  • Maintains accurate tracking of all assigned follow-up activities, deliverables, timelines, and statuses.
  • Provides regular status updates and reports to the Follow-Up Manager and leadership, as requested.
  • Updates the Master Tracker at least weekly to ensure all reviews, report statuses, deadlines, and follow-up activities are current.
  • Monitors assigned reviews against contractual performance measures, workload expectations, and established deadlines.
  • Supports the use, testing, and enhancement of tracking systems, databases, and tools to monitor follow-up activities.
  • Ensures all review documentation, correspondence, approvals, and closeout materials are complete and maintained in accordance with contract requirements.
  • Participates in all required trainings related to monitoring, follow-up processes, systems, HSES, ITAMS, and OHS guidance.
  • Assists with development and refinement of internal tools, guidance documents, and training materials.
  • Shares lessons learned, best practices, and process improvement recommendations with MSG and OHS leadership.
  • Supports coordination, mentoring, and onboarding of reviewers and staff as needed during review activities or upon hire.
  • Provides technical guidance to reviewers and grant recipients regarding follow-up processes, corrective action expectations, and compliance requirements.
  • Supports coordination of approximately 2–5 reviewers, consultants, or subject matter experts during onsite or virtual reviews.
  • Performs other related duties as assigned to support MSG contracts, programs, and organizational objectives.

  Requirements

  • Bachelor’s degree in a related field and five or more years of directly related experience, or an equivalent combination of education and experience.
  • Experience supporting Head Start or Early Head Start monitoring, follow-up, compliance, or technical assistance activities.
  • Strong understanding of Head Start Program Performance Standards (HSPPS) and OHS monitoring processes.
  • Demonstrated ability to manage multiple workflows, timelines, stakeholders, and competing priorities simultaneously.
  • Strong written and verbal communication skills, including the ability to develop clear narratives and communicate expectations effectively with grant recipients, regional office staff, OHS, reviewers, and internal team members.
  • Demonstrated experience evaluating documentation, determining compliance status, and tracking corrective action activities.
  • Strong analytical skills and attention to detail.
  • Experience using IT systems and Microsoft Office tools, including Excel and Word.
  • Ability to travel up to 25–30%, including participation in onsite Follow-Up, Special, and RAN review activities.
  • Ability to obtain Tier 2 IT security clearance through the Department of Health and Human Services Administration for Children and Families.

  Qualifications

  • Prior experience supporting Head Start or Early Head Start monitoring follow-up, Special Reviews, or RAN activities.
  • Experience working on a federal contract supporting OHS monitoring, compliance, or technical assistance efforts.
  • Familiarity with OHS monitoring systems, follow-up workflows, and timelines, including documentation review and closeout processes.
  • Experience with the Head Start Enterprise System (HSES), ITAMS, and the Aligned Monitoring System (AMS).