YD Miami, Compliance & Program Support Specialist

The YMCA of South Florida•Miami, FL

1d•Onsite

About The Position

The Compliance & Program Support Specialist is responsible for supporting regulatory compliance systems, Early Learning Coalition (ELC) operations, DCF documentation support, behavioral strategy coordination, and Miami-Dade County Public Schools (M-DCPS) partnership processes across Youth Development Miami programs. This position supports alignment with ELC requirements, assists with DCF licensing documentation in coordination with Operations leadership, and helps maintain compliance with funder, district, and regulatory standards. The role strengthens documentation integrity, audit readiness, district coordination, and cross-department accountability. Note: Works in coordination with the Youth Development Billing Team, the Family Impact & Inclusion Team, and the Vice-President of Youth Development.

Requirements

Bachelor’s degree preferred in education, public administration, business administration, or a related field.
Minimum three (3) years of professional experience in administrative support, program operations, compliance coordination, education programs, nonprofit operations, or a related environment.
Strong organizational and documentation management skills.
High attention to detail and accuracy in recordkeeping.
Strong written and verbal communication skills.
Proficiency with Microsoft Office and document management systems.
Ability to manage multiple deadlines and administrative processes simultaneously.
Valid Driver’s License.
Adult/ Child CPR & First Aid certified.
Being in good physical health with range of body motion, including manual and finger dexterity and eye/hand coordination.
Requires corrected vision and hearing to normal range.

Nice To Haves

Knowledge of Early Learning Coalition systems, DCF licensing, or school district processes is helpful but not required; training will be provided.
Bilingual English/Spanish preferred.

Responsibilities

Oversee the complete lifecycle of ELC operations across all applicable sites.
Manage ELC contracts, renewals, amendments, and provider compliance documentation.
Maintain ELC provider portal accuracy, site profiles, eligibility documentation, and enrollment records.
Enter, reconcile, and validate monthly attendance records for all ELC-enrolled participants.
Prepare, submit, and certify monthly ELC reimbursement documentation in accordance with coalition deadlines and regulatory requirements, including verification and maintenance of active DCF licenses and supporting compliance documentation for all program sites.
Monitor attendance discrepancies, billing issues, and eligibility changes; coordinate corrections with site the Youth Development billing team.
Lead corrective action follow-up related to ELC compliance findings.
Train site leadership on ELC attendance documentation standards and submission requirements.
Support new site approvals and ensure alignment between ELC requirements and program expansion.
Stay current on ELC regulatory updates and implement procedural adjustments as required.
Prepare documentation for ELC monitoring visits and respond to audit inquiries as needed.
Attend and represent the organization at ELC meetings, trainings, and partner convenings, providing updates, receiving guidance on regulatory changes, and ensuring program alignment with coalition expectations.
Support DCF compliance functions in coordination with the Executive Director.
Conduct documentation reviews to ensure DCF-required records are accurate, complete, and audit-ready.
Identify documentation gaps and recommend corrective actions to site leadership.
Support cross-department alignment to ensure DCF standards are consistently reinforced across programs.
Support compliance with applicable school district policies, grant requirements, and regulatory agreements.
Conduct structured site visits focused on documentation integrity, safety alignment, regulatory compliance, and funder expectations.
Monitor program quality indicators tied to compliance and accountability standards.
Prepare compliance summaries, monitoring reports, and readiness assessments for leadership review.
Assist in audit preparation, monitoring visit coordination, and corrective action implementation.
Provide administrative support to the Behavior Strategist related to participants with special needs and inclusion services.
Maintain and organize documentation for behavioral supports, inclusion records, and participant needs.
Assist with tracking referrals, incident documentation, and follow-up items related to special needs participants.
Coordinate documentation collection to support compliance, program readiness, and service continuity.
Support scheduling, reporting, and administrative follow-up related to participant support needs.
Support the development, coordination, and preparation of contractual agreements with M-DCPS, including school-site partnership agreements, facility use agreements, and related documentation.
Assist department leadership in building and renewing district-level contracts in alignment with YMCA standards and regulatory requirements.
Serve as primary liaison for M-DCPS Food & Nutrition Services coordination, including contract alignment, documentation requirements, and compliance oversight.
Maintain working relationships with district departments to facilitate timely processing of agreements and approvals.
Support onboarding of new M-DCPS school partnerships, including administrative readiness, documentation alignment, and cross-department coordination.
Leverage established district relationships to strengthen partnership development and implementation.
Oversee and manage all Facilitron and district facility use requests, ensuring timely submission, tracking, renewals, and documentation compliance.
Monitor space allocation approvals, facility deadlines, and renewal timelines.
Maintain organized records of all district-related agreements and facility documentation.
Prepare and coordinate monthly school contribution documentation associated with program operations, including donation checks, accompanying letters, and required participant rosters as applicable by site.
Ensure accuracy and timely preparation of school-specific financial documentation in alignment with partnership agreements.
Coordinate with Finance and department leadership to ensure proper tracking, documentation, and record retention.
Maintain organized records of all school contribution documentation and correspondence.
Serve as a subject matter expert in ELC operations, DCF documentation support, district coordination, compliance systems, and behavioral strategy documentation.
Develop and deliver training to site leadership and program staff in areas of regulatory compliance, ELC processes, district requirements, and documentation standards.
Provide onboarding training and technical guidance for new sites related to ELC, DCF documentation support, district systems, and compliance infrastructure.
Translate regulatory updates into clear, actionable guidance for site-level implementation.
Reinforce consistent standards and best practices across all assigned areas of responsibility.
Perform other duties as assigned by the supervisor to support departmental and organizational priorities.