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Key Responsibilities and Required Skills for Head Start Program Support Specialist

💰 $ - $

EducationEarly ChildhoodHead Start

🎯 Role Definition

The Head Start Program Support Specialist provides hands-on operational and compliance support for Head Start and Early Head Start programs. This role ensures program delivery aligns with Head Start Performance Standards and grant requirements by supporting classroom quality, enrollment and ERSEA processes, family engagement, health and safety services, data collection and reporting, staff training, and coordination with community partners. The Specialist serves as a technical resource to teachers, family advocates, and program leadership to improve child outcomes and program performance.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Head Start Teacher / Assistant Teacher
  • Family Advocate / Family Services Worker
  • Early Childhood Education Specialist or Classroom Coach

Advancement To:

  • Head Start Program Manager / Coordinator
  • Early Childhood Director / Head Start Director
  • Compliance & Monitoring Manager

Lateral Moves:

  • ERSEA Specialist (Eligibility, Recruitment, Selection, Enrollment, Attendance)
  • Health & Disabilities Services Coordinator

Core Responsibilities

Primary Functions

  • Conduct regular program monitoring visits to classrooms and program sites to ensure compliance with Head Start Performance Standards, state licensing regulations, and agency policies; document findings and work with site staff to implement corrective action plans.
  • Lead and coordinate ERSEA efforts including outreach, recruitment, eligibility determination, selection processes, enrollment tracking, and ongoing attendance monitoring to meet funded enrollment goals.
  • Provide coaching and technical assistance to teachers and assistant teachers on implementation of research-based curricula (e.g., Creative Curriculum), developmentally appropriate practices, lesson planning, and individualization for children with disabilities.
  • Administer, score, and interpret child screening and assessment tools (such as ASQ, ASQ-SE, Ages & Stages, CLASS, and developmental screens); enter assessment data accurately into ChildPlus or other databases and collaborate on individualized intervention plans.
  • Support family engagement initiatives by organizing and facilitating parent meetings, volunteer opportunities, home visits, family needs assessments, and referrals to community resources to strengthen family outcomes and participation.
  • Maintain accurate program records and documentation required for federal reporting, grant monitoring, and the Program Information Report (PIR); prepare documentation for site reviews and external audits.
  • Coordinate with Health Services staff to ensure timely vision, hearing, dental and developmental screenings, follow-up care, immunization compliance, and maintenance of health records for enrolled children.
  • Develop, update, and disseminate program policies, procedures, and staff manuals to ensure consistent implementation across classrooms and sites and alignment with Head Start Performance Standards.
  • Plan, schedule, and deliver professional development workshops and training sessions for teaching and support staff on topics including classroom management, child development, behavior support, inclusive practices, and mandated reporting.
  • Monitor program budgets and expenditure documentation tied to Head Start grants; support fiscal staff with tracking program-specific supplies, classroom materials, and contract deliverables.
  • Support recruitment and onboarding activities by participating in hiring fairs, screening applicants, conducting interviews, and providing orientation and onboarding for new classroom and family service staff.
  • Collaborate with special education and early intervention partners to coordinate services, develop Individualized Education Program (IEP) or Individualized Family Service Plan (IFSP) accommodations, and ensure inclusive classroom practices for children with disabilities.
  • Perform CLASS or other observational assessments and provide feedback to teachers for instructional improvement and professional growth planning.
  • Prepare and present program performance updates, compliance findings, and improvement plans to program leadership, governing bodies, and funders in both written and verbal formats.
  • Support emergency preparedness and safety protocols by conducting drills, reviewing safety plans, ensuring sites meet health and safety requirements, and reporting incidents according to agency policy.
  • Serve as a liaison to community agencies, schools, health providers, and social service organizations to create referral pathways and partnerships that expand services available to children and families.
  • Ensure confidentiality and secure handling of sensitive family and child data in compliance with HIPAA, FERPA, and agency confidentiality policies.
  • Coordinate transportation and meal program compliance with vendors and internal teams to ensure children have safe transport and nutritionally compliant meals.
  • Lead program improvement initiatives by conducting needs assessments, compiling qualitative and quantitative program data, and supporting the development and tracking of Program Improvement Plans (PIPs).
  • Assist with grant application writing, reporting deliverables, and compilation of supporting evidence for funding renewals and supplementary grants.
  • Investigate and resolve parent complaints, attendance issues, and behavioral concerns by collaborating with families, classroom staff, and community partners to reach equitable resolutions.
  • Maintain and audit child-level databases (e.g., ChildPlus), ensuring accuracy for eligibility, attendance, health, and assessment data and producing ad-hoc extracts for leadership and funders.
  • Facilitate parent leadership development activities such as parent committees, policy council preparation, and training to promote meaningful family governance and voice.
  • Provide back-up coverage for classroom staff as needed while ensuring consistency of routines and continuity of care during staff absences.

Secondary Functions

  • Support ad-hoc program data requests by extracting, cleaning, and summarizing data for leadership and grant reporting.
  • Assist with special projects including pilot program roll-outs, quality improvement initiatives, and cross-site coordination efforts.
  • Provide technical assistance and troubleshooting for staff using ChildPlus, Google Workspace, and other program management systems.
  • Participate in interagency meetings and collaboratives to advance early childhood systems and community referral networks.
  • Coordinate translation and interpretation services for non-English-speaking families and support culturally responsive communication.
  • Maintain inventory of classroom supplies, developmental materials, and screening kits and coordinate procurement with program admin.
  • Support recruitment campaigns and community outreach events to increase program visibility and enrollment.
  • Help prepare materials and logistics for external monitoring visits and audits and compile post-review corrective action follow-up.
  • Provide mentorship to less experienced program staff and support cross-training across family services, health, and education functions.
  • Track and report on staff professional development hours, credentials, and required trainings (e.g., Mandated Reporter, CPR/First Aid).

Required Skills & Competencies

Hard Skills (Technical)

  • In-depth knowledge of Head Start Performance Standards and federal grant compliance requirements.
  • Demonstrated experience with ERSEA processes: eligibility determination, recruitment strategies, selection, enrollment tracking, and attendance monitoring.
  • Proficiency with early childhood assessment and screening tools (ASQ, ASQ-SE, Ages & Stages, CLASS, ITERS/ECERS).
  • Experience using ChildPlus or comparable Head Start data management systems for enrollment, health, and assessment tracking.
  • Ability to prepare data extracts and create reports for the Program Information Report (PIR) and other funder deliverables.
  • Familiarity with evidence-based curricula for preschool and infant/toddler programs (e.g., Creative Curriculum, HighScope).
  • Knowledge of special education processes, IEP/IFSP coordination, and community early intervention systems.
  • Strong documentation skills for monitoring, corrective action plans, and audit readiness.
  • Competence with Microsoft Office (Excel, Word, PowerPoint), Google Workspace, and basic data visualization for leadership reporting.
  • Training and facilitation skills for professional development, classroom coaching, and parent workshops.
  • Understanding of health and safety standards, immunization tracking, and basic public health protocols in early childhood settings.
  • Bilingual ability (Spanish or other community languages) preferred for effective family engagement and outreach.
  • Budget monitoring experience related to program-level expenditures and grant compliance.

Soft Skills

  • Exceptional interpersonal and culturally responsive communication skills with families, staff, and community partners.
  • Strong coaching and mentoring ability to support teacher development and performance improvement.
  • High attention to detail and accuracy in documentation, data entry, and compliance work.
  • Excellent organizational and time-management skills to balance site visits, trainings, and reporting deadlines.
  • Problem-solving orientation with the ability to develop practical solutions for operational challenges.
  • Ability to remain calm under pressure and respond effectively to health, safety, and family crisis situations.
  • Collaborative team player capable of building trust across diverse stakeholder groups.
  • Advocacy skills to support family voice and promote access to community resources.
  • Ethical judgment and commitment to confidentiality, equity, and child-centered practice.
  • Flexibility and adaptability in a fast-paced, regulation-driven environment.

Education & Experience

Educational Background

Minimum Education:

  • Associate degree in Early Childhood Education, Child Development, Human Services, Social Work, or related field; or equivalent combination of education and relevant Head Start experience.

Preferred Education:

  • Bachelor’s degree in Early Childhood Education, Child Development, Social Work, Public Health, Education Administration, or a closely related field.

Relevant Fields of Study:

  • Early Childhood Education
  • Child Development
  • Social Work
  • Public Health
  • Education Administration

Experience Requirements

Typical Experience Range:

  • 2–5 years of experience in early childhood settings, Head Start/Early Head Start programs, family services, or program support roles.

Preferred:

  • 3+ years of Head Start/Early Head Start experience with proven track record in program monitoring, ERSEA, child assessment, coaching, and compliance documentation. Prior experience with ChildPlus, CLASS observations, grant reporting (PIR), and cross-sector collaboration is highly desirable.
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