Regulatory Compliance Manager

Description

Healthy Kids Extended Day Programs is a rapidly growing childcare organization providing before- and after-school programs, summer programs, Early Learning Centers, and Universal Pre-Kindergarten programs to children and families across approximately 15 states.

The Multi-State Childcare Compliance Manager will be responsible for developing, maintaining, and monitoring Healthy Kids' childcare compliance systems across approximately 15 states.

• Maintain a state-by-state matrix of medical requirements, including physical examinations, immunizations, health forms, medical statements, medication authorizations, allergy information, and other required documentation.
• Establish and maintain a system that identifies missing, incomplete, and expired medical documentation.
• Ensure required medical documentation is collected before a child begins attending a program, when required by applicable regulations.
• Monitor expiration dates and ensure updated documentation is obtained before existing documentation expires.
• Establish clear follow-up and escalation procedures for families with missing or expiring documentation.
• Work closely with the Registration team to ensure medical requirements are incorporated into the enrollment process.
• Provide Operations and site leadership with actionable reports identifying children whose documentation is incomplete or out of compliance.
• Conduct regular audits of children's records to verify compliance.
• Develop automated reminders and tracking systems wherever possible.
• Report medical-documentation compliance metrics to senior leadership.
• Escalate unresolved issues that could create regulatory, licensing, or child-safety exposure.

• Maintain current knowledge of childcare licensing and regulatory requirements across all states in which Healthy Kids operates.
• Maintain a centralized state-by-state regulatory requirements database.
• Monitor changes in childcare regulations and communicate relevant changes to the appropriate departments.
• Translate complicated regulations into clear, practical requirements and procedures.
• Ensure new programs and locations understand applicable regulatory requirements before opening.

• Track childcare licenses, permits, renewals, inspections, and regulatory deadlines.
• Maintain compliance calendars and systems to ensure deadlines are not missed.
• Assist programs in preparing for licensing inspections and regulatory visits.
• Track licensing deficiencies and corrective action plans through resolution.
• Monitor recurring compliance issues and recommend process improvements.
• Maintain appropriate documentation demonstrating compliance.

Work closely with HR and Onboarding to ensure that employees meet applicable state requirements before working with children.

Responsibilities include tracking:

• Background checks and fingerprints
• Required employee medical documentation
• State-required training
• CPR/First Aid and other certifications
• Mandated reporter requirements
• Required personnel forms
• Other state-specific employee qualifications

The Compliance Manager will help ensure that employee compliance requirements are clearly defined, tracked, and communicated to HR/Onboarding.

• Maintain a state-by-state reference for child-to-staff ratios and other staffing requirements.
• Work with Operations and Payroll to monitor compliance with required staffing ratios.
• Help establish systems for identifying potential ratio issues.
• Communicate regulatory staffing requirements to appropriate operating teams.
• Assist in investigating and correcting recurring compliance issues.

• Conduct regular compliance audits of programs and administrative processes.
• Develop simple checklists and audit tools for site and regional leaders.
• Identify areas of potential regulatory risk.
• Track corrective actions through completion.
• Report significant compliance concerns to senior leadership.
• Identify systemic problems rather than simply addressing individual incidents.

Healthy Kids is a growing organization, and our compliance systems need to scale with us.

The Compliance Manager will:

• Build and maintain centralized compliance tracking systems.
• Develop dashboards and reports showing compliance status.
• Create automated reminders for expiring documentation and regulatory deadlines.
• Look for opportunities to eliminate manual processes.
• Work with the Finance/Business Transformation team on automation opportunities.
• Continuously improve the way compliance information is collected, tracked, and reported.

• Develop compliance guides, checklists, and training materials.
• Help site and regional leaders understand regulatory requirements.
• Communicate changes in regulations clearly and promptly.
• Provide practical guidance rather than simply quoting regulations.
• Help create a culture in which compliance is viewed as part of quality childcare, not merely an administrative requirement.

Requirements

The ideal candidate will have:

• Experience in childcare licensing, childcare compliance, quality assurance, or a related regulatory role.
• Strong knowledge of childcare regulations and licensing requirements.
• Experience working with state childcare regulatory agencies.
• Strong organizational and follow-through skills.
• Exceptional attention to detail.
• The ability to manage thousands of individual compliance requirements without losing track of the big picture.
• Strong written and verbal communication skills.
• The ability to turn complicated regulations into simple processes.
• Strong computer and organizational skills.
• A proactive, problem-solving mindset.
• The ability to work effectively with multiple departments and levels of the organization.
• A willingness to be in the office and actively engaged with the Healthy Kids team.

• Experience with a multi-state childcare organization.
• Experience managing children's medical/health documentation.
• Experience with childcare licensing systems.
• Experience with background-check and personnel compliance.
• Experience creating compliance tracking systems.
• Experience with automation or process improvement.
• Experience working directly with state licensing agencies.
• Experience in a rapidly growing childcare organization.

• Employer-Paid Childcare for school-age children (ages 5-12) enrolled in our program on the days and during the hours you are working for us
• Comprehensive Medical, Vision, and Dental Insurance.
• AFLAC Supplemental Plans.
• 401(k) for eligible employees.
• Paid Holidays, PTO, and Sick Leave.
• On-demand pay – access earned wages before your scheduled payday for added financial flexibility
• Career Development and Growth Opportunities.

The person in this position will be held accountable for measurable results, including:

• Children's medical-documentation compliance rate
• Percentage of children with all required medical documentation on file
• Number of expired or missing medical documents
• Timeliness of resolution of missing documentation
• Licensing renewal completion
• Licensing deficiencies and corrective actions
• Employee compliance/documentation completion
• Required training and certification compliance
• Staffing-ratio compliance
• Completion of scheduled compliance audits
• Timeliness of regulatory updates
• Accuracy and reliability of the company's compliance database

Within the first year, the Compliance Manager will help Healthy Kids establish a centralized compliance system that provides leadership with a clear picture of regulatory compliance across the organization.