Key Responsibilities and Required Skills for Head Start Lead Program Support Specialist

🎯 Role Definition

The Head Start Lead Program Support Specialist is a senior operational role responsible for ensuring Head Start program compliance, coordinating enrollment and family services (ERSEA), supporting classroom quality and assessment systems (e.g., CLASS, Teaching Strategies GOLD), preparing rich program reports (PIR, OHS monitoring), and providing leadership to program support staff. This position partners across education, health, disabilities, and family engagement teams to maintain federal and state standards, manage grants and budgets, and ensure positive outcomes for children and families.

This role is ideal for an experienced Head Start professional who blends program compliance expertise, data-driven reporting, staff coaching, and strong stakeholder communication to support high-quality early childhood services.

📈 Career Progression

Typical Career Path

Entry Point From:

Family Services Specialist (Head Start / Early Head Start)
ERSEA/Enrollment Coordinator or Specialist
Early Childhood Education Coordinator or Assistant Program Manager

Advancement To:

Head Start Program Manager / Director
Early Childhood Services Director
Grants & Compliance Manager for Human Services

Lateral Moves:

ERSEA Specialist / Enrollment Manager
Disabilities / Inclusion Coordinator
Quality Assurance / Classroom Assessment Lead

Core Responsibilities

Primary Functions

Lead and coordinate program-wide compliance with the Head Start Performance Standards, Office of Head Start (OHS) monitoring protocols, and state licensing requirements; prepare programs for federal reviews and corrective action plans as needed.
Oversee ERSEA (Eligibility, Recruitment, Selection, Enrollment, Attendance) systems: manage waitlists, verify eligibility documentation, maintain accurate enrollment records, and implement outreach strategies to meet funded enrollment targets.
Serve as primary coordinator for Program Information Report (PIR) data collection and submission, ensuring timely, accurate, and auditable reporting to federal and state funders.
Manage program-level data systems and performance dashboards (including child outcomes, attendance, and health records) to inform leadership decisions and continuous program improvement.
Provide direct supervisory support, coaching, and performance evaluations for program support staff (enrollment clerks, family advocates, data specialists), including onboarding and professional development planning.
Collaborate with education leadership to support classroom quality improvement initiatives, including implementation of CLASS observations, Teaching Strategies GOLD assessments, curriculum fidelity checks, and targeted coaching for teachers.
Lead interdisciplinary efforts to coordinate health, nutrition, dental, and mental health services for children, including tracking required screenings, follow-up, and partnerships with community providers.
Administer grant requirements and support budget monitoring for Head Start-funded components; prepare program documentation for fiscal audits and reconcile programmatic expenditures with funding restrictions.
Serve as the primary liaison for families regarding program services, parent involvement opportunities, and family partnership plans; facilitate family needs assessments and referrals to community resources.
Design, implement, and document program policies and procedures related to enrollment, attendance, health and safety, confidentiality, and child records management; update handbooks and staff guidance to maintain compliance.
Lead continuous quality improvement (CQI) projects: analyze program performance trends, design interventions, track outcomes, and report progress to executive leadership and governing bodies.
Coordinate recruitment, outreach, and community partnerships to increase program awareness among target populations, including culturally responsive recruitment strategies and collaboration with community-based organizations.
Manage and maintain confidential child/family records in compliance with HIPAA, FERPA, and Head Start confidentiality policies; ensure secure data storage and appropriate release procedures.
Facilitate and document Home-based, Center-based, and Family Engagement program activities, ensuring fidelity to model expectations and evidence-based practices.
Support the recruitment, screening, and onboarding of teaching and support staff, including background checks, immunization verification, and mandatory trainings (first aid, CPR, child protection).
Lead internal monitoring visits and mock audits; create corrective action plans, track remediation tasks, and follow up to ensure timely resolution of findings.
Develop and present monthly and quarterly reports for program governance bodies, grantors, and community stakeholders that highlight outcomes, compliance status, and improvement initiatives.
Coordinate transportation and safety policies related to Head Start services, ensure drivers and vehicles meet licensing and safety standards, and oversee incident reporting systems.
Partner with finance and HR teams to reconcile attendance-based funding, eligibility allocations, and staff time reporting to ensure accurate billing and resource allocation.
Facilitate professional development plans for staff focused on early childhood best practices, trauma-informed care, inclusion strategies for children with disabilities, and diversity/equity training.
Lead case conferences and interdisciplinary team meetings for children with identified needs, coordinate evaluations, Individual Family Service Plans (IFSPs)/Individualized Education Programs (IEPs), and track service delivery and outcomes.
Maintain and update program outreach materials, web content, and social media messaging to support family engagement, recruitment, and community transparency.

Secondary Functions

Support ad-hoc program data requests and exploratory program performance analyses for leadership and grant reporting.
Contribute to the organization's program strategy and continuous improvement roadmap by recommending operational efficiencies and evidence-based practices.
Collaborate with business units and community partners to translate family and community needs into program supports and outreach activities.
Participate in planning and coordination meetings with cross-functional teams, policy councils, and community advisory boards.
Provide backup support for front-line family-facing functions (intake, triage, and referrals) during high-volume periods or staff absences.
Assist in the development and administration of satisfaction surveys, focus groups, and qualitative reviews to capture family voice and inform service adjustments.

Required Skills & Competencies

Hard Skills (Technical)

In-depth knowledge of Head Start Performance Standards, OHS monitoring requirements, and federal compliance frameworks.
Proven ERSEA expertise: eligibility determination, enrollment systems, waitlist management, and outreach strategies.
Experience preparing and submitting the Program Information Report (PIR) with high accuracy and audit-readiness.
Proficiency with early childhood assessment tools and classroom observation systems (CLASS, Teaching Strategies GOLD, DRDP or state equivalents).
Strong data management skills: experience with child/family databases (e.g., ChildPlus, COPA, ETO, SmartCare), Excel (pivot tables, VLOOKUP), and data visualization basics.
Budget monitoring and basic fiscal literacy for grants: reconcile expenditures, track eligibility-related funding, and support auditors.
Familiarity with Individualized Education Program (IEP) / IFSP processes and coordination with early intervention/special education teams.
Knowledge of health and safety regulations, immunization tracking, and processes for documenting screenings/referrals.
Experience developing and implementing policies, procedures, and corrective action plans in human services or early childhood settings.
Skilled in case management, family partnership planning, and connecting families to community resources and social service supports.
Competence using electronic health records or child health tracking systems and maintaining HIPAA/FERPA compliance.
Experience leading quality improvement projects with measurable outcomes and stakeholder reporting.

Soft Skills

Strong written and verbal communication tailored to families, staff, regulators, and partner organizations.
Leadership and coaching skills with the ability to mentor front-line staff and facilitate professional development.
High attention to detail, especially for compliance documentation, audit preparation, and accurate data reporting.
Excellent organizational skills: ability to manage multiple priorities, schedules, and reporting deadlines.
Cultural humility and ability to work effectively with diverse families and multilingual communities.
Problem-solving orientation with an ability to translate data insights into operational actions.
Collaborative mindset to build positive relationships across education, health, finance, HR, and community partners.
Empathy and trauma-informed approach when engaging families experiencing barriers or crises.
adaptability to changing federal/state requirements and program priorities.
Time management and project management skills to lead cross-functional initiatives to completion.

Education & Experience

Educational Background

Minimum Education:
Associate degree in Early Childhood Education, Human Services, Social Work, Public Administration, or related field plus relevant Head Start experience; or equivalent combination of education and demonstrated experience.

Preferred Education:
Bachelor's degree (B.A./B.S.) in Early Childhood Development, Education, Social Work, Public Policy, or related field; Master's degree preferred for senior or larger program roles.

Relevant Fields of Study:

Early Childhood Education / Child Development
Social Work or Human Services
Public Administration / Nonprofit Management
Education Leadership / Special Education

Experience Requirements

Typical Experience Range: 3–7+ years in Head Start/Early Head Start, early childhood programs, or comparable federally funded child/family services roles.

Preferred: 5+ years of progressive responsibility in Head Start program operations, ERSEA coordination, PIR reporting, and staff supervision. Prior experience with OHS monitoring, grant compliance, and cross-functional coordination strongly preferred.

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