Multi-State Childcare Compliance Manager

Description

Healthy Kids Extended Day Programs

Location: Fishkill, NY — In Person
Employment Type: Full-Time
Salary: $55,000–$65,000 annually

About Healthy Kids

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.

Our core values are Growth with Quality, Results with Heart and Integrity, and Prosperity with Purpose. As a Certified Benefit Corporation, we believe we have a responsibility to the children, families, schools, and communities we serve.

Childcare is different from most businesses. If a product isn't perfect, it can be returned. When you are caring for children, we have to get it right every day, in every location, for every child.

We are looking for a highly organized, detail-oriented professional to join our growing organization as Multi-State Childcare Compliance Manager.

Position Overview

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

A particularly important responsibility will be owning the process that ensures every child enrolled in a Healthy Kids program has all required medical and health documentation on file and up to date.

This person will work closely with Operations, Registration, HR/Onboarding, Payroll, and senior leadership to make sure regulatory requirements are understood, documented, monitored, and acted upon.

The ideal candidate is someone who understands childcare regulations and licensing, is extremely organized, follows through relentlessly, and enjoys creating systems that prevent problems rather than simply identifying them after they occur.

Key Responsibilities

1. Children's Medical & Health Compliance — Primary Responsibility

Own the company-wide process for ensuring that every child has all medical and health documentation required by the applicable state and program.

• 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.

The goal is simple: Healthy Kids should know, at any point in time, whether every enrolled child is medically compliant.

2. Multi-State Childcare Regulatory Compliance

• 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.

3. Licensing & Program Compliance

• 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.

4. Employee & Personnel 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.

5. Staffing Ratio & Operational Compliance

• 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.

6. Compliance Auditing & Quality Assurance

• 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.

7. Compliance Systems & Automation

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.

8. Training & Communication

• 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

What We're Looking For

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.

Preferred Qualifications

• 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.

Key Performance Indicators

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

What Success Looks Like

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.

Most importantly:

We will know that every child attending a Healthy Kids program has the medical and health documentation required by the applicable state and program, and we will have systems in place to identify missing or expiring documentation before it becomes a problem.

The same system will provide visibility into licensing, employee requirements, staffing ratios, training, and other regulatory obligations.

Benefits

• 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.

Why Join Healthy Kids?

Healthy Kids is growing rapidly, and this position provides an opportunity to have a meaningful impact on how a multi-state childcare organization operates. This is not a position where compliance means simply checking boxes. The person in this role will help create the systems that allow Healthy Kids to grow while maintaining the highest standards of safety, quality, and regulatory compliance. You will work across the organization and have regular interaction with senior leadership, including the CEO.

Compensation

$55,000–$65,000 annually, commensurate with experience and qualifications.

Healthy Kids Programs is an equal opportunity employer. We are committed to fostering diversity, equity, and inclusion and prohibit discrimination based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic. Hiring decisions are based solely on qualifications, merit, and business needs.