Regulatory Compliance Manager
6 days ago
Ballston Spa
Job DescriptionDescription: Healthy Kids Extended Day Programs Location: Fishkill, NY — In Person Employment Type: Full-Time Salary: $55,000–$65,000 annually Build the compliance systems behind a growing organization. Healthy Kids Extended Day Programs is a rapidly growing childcare organization operating across approximately 15 states, providing before- and after-school programs, summer programs, Early Learning Centers, and Universal Pre-Kindergarten programs. As we grow, we need strong systems to ensure that regulatory requirements are understood, tracked, and consistently followed across the organization. We're looking for a Regulatory Compliance Manager who is highly organized, detail-oriented, persistent, and comfortable turning complex requirements into practical systems and processes. You do not need childcare experience to succeed in this role. We're looking for someone who knows how to manage compliance, documentation, audits, deadlines, and processes. You'll learn the childcare-specific regulations as part of the role. This is an opportunity for someone from compliance, healthcare, education, licensing, quality assurance, HR compliance, credentialing, operations, or another regulated environment to take on a broad and highly visible role. What You'll Own Your primary responsibility will be building and maintaining systems that give Healthy Kids a clear picture of its regulatory compliance. A major focus will be ensuring that every child enrolled in a Healthy Kids program has the required medical and health documentation on file and up to date. You'll help create a system that answers a simple but critical question: At any point in time, do we know which children are compliant, which records are missing or expiring, and what needs to happen next? You'll: • Maintain a state-by-state matrix of regulatory and medical-documentation requirements., • Track physical examinations, immunizations, health forms, medication authorizations, allergy information, and other required documentation., • Establish processes for identifying missing, incomplete, or expired documentation., • Develop reminders and follow-up procedures for expiring or missing records., • Work with Registration and Operations to incorporate compliance requirements into enrollment processes., • Provide leaders with clear reports showing compliance status and outstanding issues., • Conduct regular audits of records and processes., • Track compliance metrics and report significant issues to senior leadership., • Identify opportunities to automate repetitive compliance activities., • Establish processes that prevent compliance problems rather than simply identifying them after the fact. Your primary responsibility will be building and maintaining systems that give Healthy Kids a clear picture of its regulatory compliance. A major focus will be ensuring that every child enrolled in a Healthy Kids program has the required medical and health documentation on file and up to date. You'll help create a system that answers a simple but critical question: At any point in time, do we know which children are compliant, which records are missing or expiring, and what needs to happen next? You'll: • Maintain a state-by-state matrix of regulatory and medical-documentation requirements., • Track physical examinations, immunizations, health forms, medication authorizations, allergy information, and other required documentation., • Establish processes for identifying missing, incomplete, or expired documentation., • Develop reminders and follow-up procedures for expiring or missing records., • Work with Registration and Operations to incorporate compliance requirements into enrollment processes., • Provide leaders with clear reports showing compliance status and outstanding issues., • Conduct regular audits of records and processes., • Track compliance metrics and report significant issues to senior leadership., • Identify opportunities to automate repetitive compliance activities., • Establish processes that prevent compliance problems rather than simply identifying them after the fact. Regulatory Compliance You'll help maintain a centralized understanding of regulatory requirements across approximately 15 states. Responsibilities include: • Researching and monitoring changes in applicable regulations., • Maintaining state-by-state regulatory requirements., • Translating regulations into clear, practical procedures., • Communicating regulatory changes to the appropriate teams., • Helping new programs understand applicable requirements before opening., • Maintaining documentation demonstrating compliance., • Working with regulatory agencies when necessary. You are not expected to know all 15 states' regulations when you start. What matters is your ability to research requirements, understand what they mean, document them accurately, and turn them into processes that people can follow. Licensing & Program Compliance You'll help ensure that programs stay on top of regulatory obligations, including: • Licenses and permits, • Renewals, • Inspections, • Regulatory deadlines, • Licensing deficiencies, • Corrective action plans, • Required documentation, • Recurring compliance issues You'll track these items through completion and help identify systemic issues that require a process change. Employee Compliance You'll work closely with HR and Onboarding to help ensure employees meet applicable requirements before working with children. This includes tracking: • Background checks and fingerprints, • Required employee documentation, • State-required training, • CPR/First Aid certifications, • Mandated reporter requirements, • State-specific personnel requirements, • Other required qualifications and certifications Your role will be to help establish clear requirements and reliable tracking systems so that HR and Operations can see what is complete, what is missing, and what needs attention. Compliance Auditing & Quality You'll develop practical tools that make compliance easier to manage. This may include: • Audit checklists, • Compliance dashboards, • Tracking databases, • Reports, • Standard operating procedures, • Corrective-action trackers, • Compliance guides, • Automated reminders You'll conduct periodic audits, identify gaps, track corrective actions, and report significant issues to leadership. The goal isn't to create more paperwork. The goal is to build systems that make compliance visible, manageable, and repeatable. Process Improvement & Automation Healthy Kids is growing quickly, so our compliance processes need to grow with us. We're looking for someone who naturally asks: "Is there a better way to do this?" You'll identify opportunities to: • Eliminate unnecessary manual work, • Improve data accuracy, • Automate reminders, • Create centralized tracking, • Improve reporting, • Standardize processes, • Make compliance information easier to access, • Give leadership better visibility into regulatory risk You'll work with Finance/Business Transformation and other teams on automation and process-improvement opportunities. Requirements: What We're Looking For You do not need childcare experience. You may be a strong fit if you've worked in: • Regulatory compliance, • Healthcare or medical-record compliance, • Licensing or credentialing, • Quality assurance, • Auditing, • Risk management, • HR or employee compliance, • Education administration, • Operations, • Document control, • Regulatory research, • Another highly regulated environment The skills that matter most Organization: You can manage a large number of requirements, records, deadlines, and follow-ups without losing track of details. Compliance mindset: You are comfortable interpreting requirements, documenting them, identifying gaps, and following through until issues are resolved. Systems thinking: You don't just fix individual problems. You look for the underlying process that caused the problem and find a better way to manage it. Research skills: You can find and understand regulatory requirements and determine what they mean operationally. Follow-through: You don't let missing information or unresolved issues disappear into someone's inbox. Technology and data: You're comfortable with spreadsheets, databases, reporting tools, dashboards, and learning new systems. Communication: You can take complicated requirements and explain them clearly to people who aren't compliance professionals. Collaboration: You can work effectively with Operations, Registration, HR, Payroll, Finance/Business Transformation, and senior leadership. Preferred Qualifications The following are helpful but not required: • Childcare licensing or regulatory experience, • Experience working with state regulatory agencies, • Experience with children's medical or health documentation, • Multi-state compliance experience, • Experience with licensing or credentialing systems, • Background-check or personnel compliance experience, • Experience building compliance tracking systems, • Experience with automation or process improvement, • Experience in a rapidly growing organization How We'll Measure Success You'll have clear, measurable goals, including: • Percentage of children's required medical documentation that is complete and current, • Reduction in missing or expired documentation, • Timeliness of resolving missing documentation, • Licensing renewals completed on time, • Licensing deficiencies and corrective actions resolved, • Employee compliance completion, • Required training and certification completion, • Completion of scheduled compliance audits, • Timeliness of regulatory updates, • Accuracy and reliability of the compliance database What Success Looks Like Within your first year, you'll help Healthy Kids establish a centralized compliance system that gives leadership a clear picture of regulatory compliance across the organization. Most importantly, we'll have a reliable process for knowing whether every enrolled child has the required medical and health documentation and for identifying missing or expiring documentation before it becomes a problem. You'll also help establish scalable systems for licensing, employee compliance, staffing requirements, audits, regulatory updates, and other compliance obligations. Why Join Healthy Kids? This isn't a job where you'll simply maintain a checklist someone else created. You'll help build the system. Healthy Kids is growing rapidly, and you'll have the opportunity to create processes that can scale with the organization. You'll work across departments, solve real operational problems, improve systems, and have regular interaction with senior leadership, including the CEO. 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. In childcare, compliance isn't just paperwork. The systems behind compliance help our teams provide safe, high-quality programs to children and families. Benefits • Employer-Paid Childcare for children 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. 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.
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