Program Operations Manager

Reporting

• Facilitate logistics for all Management Team meetings in collaboration with the Director and Site Administrator, including coordinating agenda development with the full Management Team, preparing and distributing all meeting documentation, sending communications to inform attendees, and ensuring the meeting space is fully prepared; may delegate tasks to the administrative team as needed.
• Maintain complete, audit-ready documentation, including program binders, licensing records, contracts, correspondence logs, and personnel file compliance tracking in collaboration with People & Culture.
• Support preparation and packaging of compliance submissions, self-assessments, and funder reports across content areas.
• Serve as the internal point of coordination for DCFS, DFSS, and Office of Head Start monitoring visits — organizing documentation, scheduling, and follow-up action tracking.
• Track compliance deadlines across content areas and provide timely alerts to the Director and Management team.
• Organize and facilitate monthly monitoring in close collaboration with the Site Administrator, including support for implementation and documentation of the Program Self-Assessment cycle and Quality Improvement Plan (QIP).
• Ensure policies, procedures, the Parent Handbook, and the Emergency Preparedness Plan remain current and accessible; coordinate updates with relevant content area managers.
• Manage the program's document management systems and ensure policies and procedures are current, organized, and accessible to all staff.

Licensing, Accreditation & Compliance

• Lead the renewal and maintenance processes for Illinois state licensing, City of Chicago licenses, and Illinois ExceleRate Gold Circle accreditation.
• Serve as the internal point of coordination for DCFS, DFSS, and Office of Head Start monitoring visits — organizing documentation, scheduling, and follow-up action tracking.
• Track compliance deadlines across content areas and provide timely alerts to the Director and Management team.
• Organize and facilitate monthly monitoring in close collaboration with the Site Administrator, including support for implementation and documentation of the Program Self-Assessment cycle and Quality Improvement Plan (QIP).
• Ensure policies, procedures, the Parent Handbook, and the Emergency Preparedness Plan remain current and accessible; coordinate updates with relevant content area managers.

Finance & Procurement Support

• Manage the ISBE meal reimbursement process, including required monthly reporting and submission.
• Support the submission and tracking of consultant and contractor procurement documents and contracts; process invoice requests per the Finance department established procedures.
• Process program expenses for the Director and Site Administrator through the organization's expense management system.
• Aid in tracking program expenditures and support the Site Administrator in annual budget planning for operations and facilities.
• Maintain accurate vendor files and support the contract renewal process in collaboration with the Finance team.
• Monitor and track expense reports and purchase orders for the administrative and Management Team to ensure accuracy, timeliness, and compliance with Finance department procedures.
• Aid in the accurate and timely submission of timecards for the Management Team in coordination with the Payroll department.

Facilities & Safety Oversight

• Provide direct supervision to the Facilities Supervisor, including regular reflective supervision, performance goal-setting, and annual evaluation aligned with Start Early's performance management framework.
• Maintain strategic oversight of all facility operations at Educare Chicago, ensuring a safe, clean, and fully compliant environment for children, families, and staff.
• Review and approve facility work orders, maintenance plans, and vendor service agreements in partnership with the Facilities Supervisor; escalate issues requiring Director-level decision-making.
• Monitor contractor and vendor performance across janitorial, maintenance, security, and building services — holding the Facilities Supervisor accountable for day-to-day contract compliance and relationship management.
• Hold the Facilities Supervisor accountable for ensuring all required inspections, safety drills (fire, tornado, lockdown), and preventive maintenance schedules are completed on time and properly documented.
• Ensure policies and procedures are current and accessible; coordinate updates with relevant content area managers.
• Ensure compliance with Head Start standards, DCFS licensing requirements, OSHA, and local building codes as they relate to facilities; serve as the management-level point of accountability during regulatory monitoring visits.
• Partner with the Facilities Supervisor to ensure all staff are properly trained on the Emergency Preparedness Plan, emergency procedures, and facility-related protocols.
• Support facilities and maintenance budget development in collaboration with the Director and Site Administrator; monitor expenditures and flag variances.
• Serve as the program's escalation point for facility-related concerns raised by staff, families, or building management partners (e.g., Chicago Public Schools), ensuring timely resolution and communication.
• Facilitate cross-functional coordination between facilities and other content areas (education, health, family support) to address environmental needs, space planning, and event logistics.

Supervision & Staff Development

• Hire, provide reflective supervision, and evaluate the performance of Administrative Assistants, the Childcare Food Program Coordinator, and the Facilities Supervisor.
• Ensure daily coverage and adequate staffing for the administrative team; develop contingency plans for absences.
• Ensure daily coverage for the facilities team and nutrition team in the absence of the Facilities Supervisor and Childcare Food Program Coordinator.
• Lead monthly administrative team meetings; identify professional development opportunities aligned with staff growth goals.
• Participate in weekly facilities meetings led by the Assistant Director of Workplace and Community Experience & Facilities Supervisor.
• Support hiring managers with new hire onboarding by coordinating logistics, system access, background check compliance, maintaining job descriptions, and orientation scheduling.
• Facilitate staff trainings on administrative procedures, ChildPlus data entry, and the Operations & Emergency Preparedness Plan.

Cross-Content & Program Operations Support

• Serve as a member of the Management Team, contributing to planning, data sharing, and decision-making processes.
• Support cross-content monitoring efforts by coordinating data collection, report compilation, and tracking systems.
• In collaboration with the Administrative Coordinator, support the Director on special initiatives and DOP-wide priorities, including onboarding framework design and advisory board coordination.
• Maintain the program calendar for all Educare Chicago events, including family engagement activities, professional development, and compliance milestones.
• Assume opening and/or closing manager responsibilities as needed, ensuring smooth program start and end-of-day operations in accordance with Head Start standards and site safety protocols.
• Provide classroom coverage in the absence of teaching team members to ensure continuity of care and compliance with required child-to-staff ratios.

Other Duties

• Complete special projects assigned by the Director and Site Administrator.
• In the absence of team members, assume oversight of program vacancies and critical program needs to ensure uninterrupted service delivery and operational continuity.

Qualifications

• Bachelor's Degree in Public Administration, Business Management, Communications, or a related field required. An equivalent combination of education and demonstrated experience will be considered.
• Minimum of five years of progressively responsible experience in office operations, program coordination, or administrative management — preferably in a nonprofit, social services, or early childhood education setting.
• Prior supervisory experience required.
• Strong organizational, communication, and interpersonal skills, with the ability to manage multiple priorities, meet deadlines, and coordinate effectively across teams.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is required, along with the ability to learn and adapt to new platforms and systems (e.g., ChildPlus, SharePoint, Smartsheet, expense and procurement management systems).
• Knowledge of Head Start regulations, performance standards, and state licensing requirements (DFSS/DCFS) is required.
• Working knowledge of facilities compliance (OSHA, DCFS, Head Start environmental standards) and vendor/contract management sufficient to supervise a Facilities Supervisor is expected.
• Ability to exercise discretion, maintain confidentiality, and respond to all situations in a manner that demonstrates respect and professionalism.
• Strong analytical and problem-solving skills, along with experience in budget tracking and vendor procurement, are preferred.
• The ability and willingness to work in programs serving high-risk, low-income communities is required.
• The candidate must be able to work a flexible schedule between the hours of 6:00 a.m. and 6:00 p.m., including occasional evening and weekend meetings or events as needed.
• A commitment to equity, cultural responsiveness, and the mission of Start Early is essential.
• Must complete a minimum of 15 hours of required annual training as outlined by Illinois state licensing and Head Start performance standards.
• Attendance is mandatory.