Director of Learning Environments & Program Operations (StarrZapata) at AVANCE Inc – Rio Grande City, Texas

Job Overview

The Director of Learning Environments and Program Operations is chiefly responsible for the strategic oversight, implementation, and continuous improvement of facility operations, regulatory compliance systems, nutrition and food service monitoring, and program-wide health and safety reporting across all AVANCE Head Start and Early Head Start centers. The Director ensures full compliance with Head Start Performance Standards, Texas Child Care Licensing Minimum Standards, CACFP requirements, USDA meal regulations, and AVANCE policies and procedures. The director will ensure the completion of required program-specific documents including budgets, contracts, leases, health inspections, and other relevant or required documentation and information.

Through direct supervision, cross-departmental collaboration, data monitoring, audit preparation, and governance reporting and other tasks, as needed, the Director of Learning Environments and Program Operations provides expertise to ensure that all learning environments are fully equipped, developmentally appropriate, safe, and that food systems and safety infrastructure effectively promote and support school readiness and child well-being. The Director will have a central office location and travel will be required for each of the centers and partnering ISDs.

Job Responsibilities

Facility Operations, Regulatory Compliance & Learning Environment Quality

• Ensure all facility operations meet Head Start health and safety standards, Texas Child Care Licensing standards, Fire, Sanitation, & local Health department regulations, and ADA accessibility requirements.
• Ensure classrooms meet Head Start requirements for developmentally appropriate, research-based environments.
• Develop and monitor preventive maintenance systems and documentation.
• Monitor emergency preparedness plans, including center drills.
• Ensure facilities support children with diverse learning needs and abilities.
• Conduct routine site visits to monitor environment quality and compliance.

Communication and Service Coordination

• Develop and manage auditing and compliance systems for health and safety protocols.
• Developing and managing internal systems and external partnerships to ensure all risk management support and compliance.
• Develop Memorandums of Understanding with key community-based organizations for health, safety and food systems operations.
• Establish clear protocols between program operations and center-level leadership.
• Provide program operations and compliance updates to the Deputy Director and the leadership team.
• Ensure cross-department collaboration to ensure health & safety learning environments are in place.
• Support Risk Management protocols and procedures.
• Communicate and coordinate with partnering school districts on food and nutrition services.
• Communicates with landlords regarding contract lease agreement specifications including needed repairs.
• Initiates contact with businesses and groups that may provide services or support to the program.
• Negotiates with vendors and other governmental agencies.

Record Keeping and Reporting

• Ensure all children, staff, volunteer files meet all Head Start, Child Care Licensing, AVANCE requirements.
• Monitor the quality and reliability of program data.
• Conduct audits and review data trends to ensure program compliance with standards and policies.
• Oversee and support the implementation of health and safety incident reporting systems.
• Ensure timely documentation and reporting of child incidents and injuries, mandated reportable suspected abuse and neglect incidents, licensing and OHS reportable incidents, safety hazards, and risk management incidents.
• Provide date reports to Leadership, Policy Council, and Governing Body.
• Ensure medication storage and emergency response protocols are in implemented.
• Coordinate crisis response systems in collaboration with Leadership and Risk Management.
• Maintain confidentiality and secure records in accordance with FERPA/HIPPA and AVANCE policies.
• Manage Child Care Licensing site portals.
• Ensure staff, volunteers, and contractors comply with AVANCE and Child Care Licensing background check eligibility requirements.
• Oversees and monitors the Happy Fox system to ensure health and safety facility compliance.

Fiscal Oversight & Regulatory Compliance

• Oversee assigned content area budgets, monitor expenditures to ensure fiscal responsibility and compliance with federal cost principles.
• Review and approve content area approved purchases in alignment with approved budgets, procurement procedures, and internal controls.
• Ensure accurate inventory management of equipment and materials.
• Support licensing compliance by ensuring program spaces meet Child Care Licensing standards, including capacity, safety, health, and environmental requirements.
• Assist with licensing process for new classroom spaces and support licensing corrective action responses as needed.

Ongoing Monitoring/Self-assessment

• Identify promising strategies to strengthen work and engage in quality improvement processes to achieve high-quality service delivery across program operations.
• Monitor and assess program strategies' execution through audits and data reviews to ensure compliance with Head Start Performance Standards.
• Develop and implement a comprehensive ongoing program monitoring system to support data review, planning and decision making.
• Conduct internal compliance reviews across health and safety, licensing, CACFP, facility preparedness and recordkeeping systems.
• Prepare and coordinate documentation for federal reviews, Child Care Licensing inspections, CACFP audits, and Health and Fire inspections,
• Develop, monitor and maintain centralized compliance dashboards and corrective action tracking systems.
• Analyze monitoring data to identify trends, risks, and improvement areas.
• Participate in Self-Assessment and Community Assessment processes.
• Monitor patterns of incidents to identify risk trends and develop prevention strategies.

Planning, Implementation & Staff Development

• Implement tools, policies, and procedures to support program implementation and ensure high-quality service delivery.
• Support the quality of program operations and food system efforts through professional development, supervision, and coaching.
• Develop and implement standard operating procedures aligned to AVANCE policies and procedures.
• Provide staff development and training on safety practices, licensing compliance, CACFP documentation, accident and injury reporting, and emergency preparedness.
• Develop and implement new hire onboarding plans, professional development plans, and educational support plans.
• Support children, staff, volunteer, and visitors’ accident and incident reporting procedures.
• Plan, implement and coordinate all staff professional development and trainings during pre-service, Inservice, and ongoing.
• Provide coaching and technical assistance to the Early Learning Leads regarding compliance.
• Engages independent contractors for repair and other projects through appropriate bid and contract processes.

Nutrition and Food Systems Oversight

• Oversee program-wide compliance with CACFP regulations and USDA meal patterns.
• Monitor meal documentation, production records, attendance reconciliation, and point-of-service requirements.
• Ensure compliance with special diet documentation and medical statements. Coordinate and collaborate with registered dietician in menu planning.
• Oversee safe food handling, storage, and sanitation practices in collaboration with the Nutrition & Food Systems Coordinator and food service staff.
• Support audit readiness for CACFP reviews.
• Collaborate with leadership to ensure cost-effective, compliant food procurement systems.
• Ensure facilities meet health department requirements for food preparation and service.
• Monitor kitchen safety standards and equipment compliance.
• Collaborate with partnering school district food service departments for food services, invoicing and service coordination.
• Manges and oversees TDA-USDA portal and completes CACFP applications and renewals.
• Develop, manage and monitor food service cost analysis, recordkeeping and annual budget.
• Develop, manage, and monitor food service purchasing, procurement, invoicing and inventories.

Establish and maintain a safe, healthy, and positive learning environment

• Ensure facilities support school readiness and child well-being.
• Monitor environmental health risks- mold, pests, water quality, lead, and hazardous materials.
• Ensure injury prevention systems are implemented and documented.
• Promote a culture of safety, accountability, and continuous improvement.
• Support inclusive, accessible environments for children of all abilities.

Other Duties

• Participate in assigned meetings, events, and training as required.
• Maintain confidentiality regarding staff and family information.
• Fulfill the role as mandated reporter under the Child Abuse and Neglect Policy.
• Perform any other work-related duties as requested by your supervisor.
• Be present at work to provide consistency of services.
• Be a contributory team member in a positive/productive manner
• Demonstrate commitment to mission, values, and policies in daily duties.
• Supervise assigned department personnel, including hiring, training, scheduling, and evaluating.
• Educate direct reports on policies and procedures.
• Meet with assigned staff regularly to resolve problems and track goals.

AVANCE Core Competencies?

• Execution & Accountability
• Problem Solving & Decision-Making
• Communication & Influence
• Collaboration & Teamwork
• Stakeholder Focus
• Adaptability & Continuous Learning

Education

Required:

• Bachelor’s degree in Facilities Management, Public Administration, Business Administration, Health Administration, Nutrition Systems or related field.

Preferred:

• Master’s degree in related field.
• Certifications in Facilities Management, Compliance, or Food Systems.

Work Experience

Required

• 3+ years’ experience in facility operations, regulatory compliance, or food systems management.
• Experience with federal compliance monitoring.
• Experience supervising staff and implementing quality improvement systems.
• Physical exam and background checks are required for this position

Preferred:

• Experience in Head Start and Early Head Start programs.
• Experience with federal reviews and audits.

Additional Skills

• Ability to interact effectively with people from diverse backgrounds.
• Ability to communicate effectively, verbally and in writing.
• Demonstrated computer literacy skills, using MS Office applications and other basic data systems including internet navigation.
• Ability to collaborate with multiple stakeholders to successfully implement program plans
• Strong analytical skills in order to quickly assess situations, identify trends, develop solutions and apply critical assessments to the larger context
• Must be honest, dependable and able to meet deadlines.
• Self-motivated and able to work independently.

Travel?

• Ability to travel to various sites: Dependable transportation is required daily with a valid driver’s license, a clean driving record (subject to annual MVR (Motor Vehicle Report) check and policy), current auto liability insurance and be bondable by AVANCE, Inc.
• Travel required up to 10% of the time for work-related site visits, meetings, and functions.

Equipment

• Standard office equipment generally used includes:
• Telephone
• Personal Computer (monitor, keyboard, and mouse) or Tablet
• Printer/Photocopy Machine
• Calculator
• Fax Machine

Working Conditions

• Work is generally performed in an office environment.
• Noise level in the work environment is moderate to occasionally loud (examples: business office with computers and printers, light to moderate traffic, human voices).
• May be required to operate a motor vehicle during the course of duties.

Mental and Physical Demands??

Maintain emotional control under stress; work with interruptions and deadlines; walking, standing, stooping, bending, pulling and pushing, use hands to finger, handle or feel; reach with hands and arms; occasional: lifting/carrying, pulling/pushing 10-30 pounds.?Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Environmental Factors??

Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.). Occasional expose to weather related conditions when working in outside environment /neighborhoods and events.

ADA/ADAAA Statement

AVANCE is committed to equal opportunity in employment for persons with disabilities and complies with the Americans with Disabilities Act of 1990 (ADA), as amended, and any other applicable state and federal laws. Accordingly, AVANCE does not discriminate against qualified individuals with disabilities in regard to application, hiring, advancement, discharge, compensation, training or other terms, conditions and privileges of employment. Moreover, it is AVANCE’s policy to provide reasonable accommodations in employment to qualified individuals with disabilities so that they can perform the essential functions of the job, unless the accommodation would impose an undue hardship on the operation of AVANCE’s business or would change the essential functions of the position. Retaliation against an individual with a disability for utilizing this policy or seeking a reasonable accommodation is prohibited.? Individuals with any questions or requests for accommodation should contact the Human Resources Department.?