Quality Assurance Coordinator

About Ada S. McKinley:

Ada S. McKinley Community Services, Inc. is driven by its mission to empower, educate,
and employ people to change lives and strengthen communities.

The agency was founded as a settlement house in 1919 by Ada Sophia McKinley, a schoolteacher and social reformer, who saw the need to assist veterans returning from World War I and African Americans migrating from the South. Today, the agency serves more than 7,000 people annually at over 70 locations. Daily services include tutoring, mentoring, college placement, foster care, housing opportunities, youth and family counseling, employment training and placement, and Head Start programs.

Job Description Summary: Under the direct supervision of the Vice President of Educational Services, the Quality Assurance and Compliance Coordinator will administer the quality assurance and compliance processes, facilitate staff professional development and training, and implement a continuous quality improvement plan for all Educational Services programs. The Coordinator of Quality Assurance and Compliance will monitor client records, supporting documentation and identify best practices to ensure quality service delivery and maintain program compliance standards. The functions of the position are in accordance with all funding regulations and program requirements, including the U.S. Department of Education Title IV Higher Education Act, federally mandated TRIO program performance standards, the Department of Family Support Services (DFSS), the Department of Human Services (DHS) and all affiliated regulatory funding sources.

Reporting Relationship:

Reports To: Vice President of Educational Services

Essential Responsibilities & Duties:

DATA COLLECTION

• Coordinate with Educational Specialists, EIP (Early Intervention Program) tutors, and contracted data entry specialists to ensure proper data collection for federal, state, local, and private funders.
• Ensure that contract compliance of all client information and documentation is entered into relevant databases.
• Ensure case files for new and continuing clients are maintained and accurate with the appropriate documentation in the electronic and on-site filing system.

COMPLIANCE AND REPORTING SUPPORT

• Prepare for monitoring by federal, state, local, and private funders through supporting and organizing local office data and evaluating areas that must be addressed.
• Facilitate regular internal quality assurance checks that reflect the funders’ timelines.
• Complete monitoring for all Educational Services programs and ensure monitoring reports are within the grant contractual standards and that best practices and corrective action items are followed up.
• Collaborate with the Vice President, Senior Program Manager, and Senior Educational Specialist to ensure all new protocols and procedures set forth by the funder are implemented promptly and efficiently.
• Monitors client referrals and identifies service trends and needs.
• Develops and manages client and consumer satisfaction systems.
• Conducts regular reviews of client records and documentation, provides feedback, and makes recommendations for improvement as needed to staff and Vice President on an ongoing basis.
• Submits weekly data tracking and monitoring reports to the staff and Vice President of Educational Services.

PROGRAM SUPPORT

• Makes recommendations, conducts ongoing training needs assessment, and provides staff with training and technical support for Continuous Quality Improvement (CQI).
• Participate in and facilitate training and other meetings with internal and external stakeholders to share best practices for quality service delivery.
• Comply with all internal and contracted policies, procedures, and protocols, including those outlined in the service contract agreements for partner schools and other shared stakeholders.
• Maintains consistent communications with contractual program officers to ensure the timely submittal of reports and program compliance standards are current.
• Other duties as assigned

Essential Competencies:

• Interpersonal Skills:
  • Coordinate professionally and effectively with other team members, agency resources, and outside services to address client needs.
  • Foster positive working relationships with our clients, community, funding sources, and regulatory bodies.
  • Must work with other staff fairly and honestly while treating others with respect, compassion, and understanding.
  • A culturally sensitive professional with experiences, beliefs, attitudes, and awareness to relate to our client population.
• Communication Skills:
  • Communicate effectively and clearly orally and in writing.
  • Comfortable managing conflict across team members, target school partners, students, and other shared stakeholders.
  • Readiness to advocate for the needs of the children, families, and others served.
• Organizational Skills:
  • Ability to analyze trends, identify patterns, and suggest solutions while collaborating with a team.
  • Skilled in time management and specifically can balance one’s in-person professional development and training with accurately and efficiently tracking and monitoring data and program compliance standards.
• Technological skills:
  • Skillful in navigating Microsoft Office and related technologies to communicate with the team and work on paperwork and documents.
  • Willingness to learn and utilize innovative technologies.
• Commitment to Mission:
  • Comply with all Ada S. McKinley policies and procedures outlined in the organizational operating procedures and human resources manuals.
  • Participate in the Teamwork, Innovation, and Excellence initiative.
  • Contribute to the One Ada Culture.
  • Embrace and practice the concepts of a growth mindset.

Child Development & Youth Services Core Competencies:

• Adaptable: Adjust to new conditions, changes, challenges, and experiences.

• Communicator: Is understood by others (both verbally and in writing) and understands the ideas and perspectives of others.

• Uses a Growth Mindset: Embraces their potential to learn and grow and views successes and failures as development opportunities.

• Has Integrity: Honesty, trustworthiness, ownership, accountability, and respect are hallmarks of integrity.

• Collaborator: Cooperates and works well with peers, colleagues, and team members by giving and receiving ideas, comments, and feedback with an open mind.

Requirements:

• A master’s degree in education in counseling, education, social work, or related field with at least two years of experience working with youth in crisis, coupled with knowledge relevant to TRIO or similar federally funded program mandates.

• Two years of analytic and systems processing experience with extensive knowledge of Continuous Quality Improvement Protocols a plus.

• Capacity to problem solve, handle crises, and work with families and children of various cultures from low-income backgrounds. Provide an empathic, nonjudgmental, respectful, and professional approach to working with families.

• Not mandatory, but a car would be helpful for this position. If a personal vehicle is used, the individual must have a valid driver’s license, a motor vehicle report acceptable to the agency’s insurance broker, and verification of insurance on the vehicle.

• Must comply with background check requirements and updated medical mandates.

• Demonstrates the experiences, beliefs, attitude, and awareness that indicate cultural sensitivity to the client population served.

• Ability to partner with clients individually in the family to help them mobilize resources and their inner capacity to address their problems.

• Ability to coordinate professionally and effectively with other team members, Agency resources, and outside services to form partnerships, address client needs and implement systems to ensure continuous quality improvement and compliance with funders and all regulatory entities.

• Effective communication skills (written and verbal), which you can adjust and leverage to meet the needs of your audience, target population and staff.

• Proficient organizational, analytical and research skills.

This description documents the general contents and requirements of the job. It is not to be construed as an exhausted statement of duties, responsibilities, or requirements. The requirements listed above represent the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.