Regulatory Compliance Manager

HEALTHY KIDS PROGRAMS • City of Poughkeepsie, NY

2d • $55,000 - $65,000 • Onsite

About The Position

Healthy Kids Extended Day Programs is seeking a highly organized, detail-oriented professional to join their growing organization as a Regulatory Compliance Manager. This role is crucial for developing, maintaining, and monitoring the organization's childcare compliance systems across approximately 15 states. A key responsibility will be ensuring all enrolled children have up-to-date medical and health documentation. The manager will collaborate with various departments, including Operations, Registration, HR/Onboarding, and Payroll, to ensure regulatory requirements are understood, documented, monitored, and acted upon. The ideal candidate possesses a strong understanding of childcare regulations and licensing, exceptional organizational skills, and a proactive approach to system creation and problem prevention.

Requirements

• 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.

Nice To Haves

• 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.

Responsibilities

• 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.
• 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.
• Track background checks and fingerprints, required employee medical documentation, state-required training, CPR/First Aid and other certifications, mandated reporter requirements, required personnel forms, and other state-specific employee qualifications.
• 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.
• 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.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed