Operations Executive, Early Learning (5034)

YMCA OF METROPOLITAN LOS ANGELES

The LA Y is the Center for Community Well-Being in Los Angeles, committed to building stronger communities by providing equitable programs and services to empower all. We are focused on fighting food insecurity, providing equity in education, making sure every child has the opportunity to experience the joy of sports, ensuring kids and teens have a safe place to grow, learn and live a healthy lifestyle. The LA Y’s health and wellness initiatives offer medical and mental health resources to ensure everyone has access to basic health needs. Our mission is to provide services and resources that contribute to the well-being of our community. The LA Y operates 29 Centers and over 200 program sites across LA County.

POSITION SUMMARY

The Operations Executive Director, Early Education plans, manages, and oversees the operations, staffing, budgets, and delivery of preschool and early childhood education programs across assigned locations within the YMCA of Metropolitan Los Angeles. This position coordinates educational and social services, develops and implements policies and procedures, evaluates program effectiveness, and ensures compliance with applicable Head Start and Early Head Start Program Performance Standards, LACOE requirements, licensing regulations, funding requirements, and organizational policies. In collaboration with education, family services, health, nutrition, disabilities, mental health, and other program specialists, the Operations Executive Director, Early Education assesses program needs, coordinates service delivery, monitors program performance and compliance, and recommends staffing or operational changes to improve program outcomes. The Operations Executive Director, Early Education also supervises assigned staff, monitors budgets and resources, coordinates required documentation and reporting, and develops collaborative relationships with families, community partners, and regulatory agencies to support effective, accountable, and high-quality services for children and families in alignment with the YMCA's mission.

ESSENTIAL FUNCTIONS

Program Planning and Administration

• Plan, organize, coordinate, and oversee the delivery of preschool and early childhood education programs across assigned locations.
• Develop, implement, and maintain program policies, procedures, operational guidelines, and administrative systems to support consistent service delivery.
• Evaluate program operations and effectiveness to ensure alignment with organizational goals, funding requirements, applicable regulations, and established performance expectations.
• Assess program needs and recommend changes to staffing, service delivery, administrative procedures, and resource allocation as necessary.
• Develop and implement program work plans, timelines, goals, and performance measures in collaboration with the supervising director and relevant program leaders.
• Coordinate program activities across assigned locations and address operational issues that affect multiple services or program areas.
• Identify operational challenges and develop recommendations and corrective action plans to improve program effectiveness.
• Maintain current knowledge of applicable program requirements and communicate relevant changes to assigned staff and program leadership.
• Provide program updates, recommendations, and reports to the supervising director regarding program operations, staffing, compliance, and service delivery.

Regulatory Compliance and Program Quality

• Implement operational procedures that support compliance with applicable Head Start and Early Head Start Program Performance Standards, LACOE requirements, California Community Care Licensing regulations, California Department of Education requirements, funding agreements, and YMCA policies.
• Monitor assigned program areas for compliance with applicable administrative, operational, documentation, and reporting requirements.
• Coordinate preparation for audits, monitoring visits, licensing inspections, and other compliance reviews.
• Review findings and identified deficiencies with appropriate program leaders and assist in developing, implementing, and monitoring corrective action plans.
• Maintain accurate program records, documentation, contracts, and reports within the scope of assigned responsibilities.
• Ensure required reports and compliance documentation are prepared and submitted accurately and within established deadlines.
• Coordinate with education, family services, health, nutrition, disabilities, mental health, and other program specialists to address compliance concerns that involve multiple service areas.
• Escalate significant compliance issues, safety concerns, and unresolved deficiencies to the supervising director and appropriate organizational departments.
• Support the development and periodic review of program policies and procedures to reflect applicable regulatory requirements and organizational practices.

Educational and Social Services Coordination

• Coordinate program operations with education, family services, health, nutrition, disabilities, mental health, and other assigned service areas to support comprehensive services for children and families.
• Assess program needs and coordinate with content-area specialists to address service delivery concerns, operational barriers, and changes in program requirements.
• Monitor the effectiveness of coordination between program teams and recommend improvements when service gaps or operational challenges are identified.
• Support coordination of family assessment documentation, Family Partnership Agreements, and related family service records through appropriate program staff.
• Coordinate with designated staff regarding enrollment, recruitment, eligibility, attendance, and other program administration responsibilities, including ERSEA functions when assigned.
• Monitor program documentation and administrative processes to ensure that required information is maintained accurately and timely.
• Collaborate with education and family services teams to promote consistent communication, coordinated services, and effective responses to the needs of children and families.
• Support the implementation of program initiatives and service improvements in collaboration with assigned specialists and the supervising director.

Staffing and Supervision

• Supervise and coordinate the work of assigned supervisory, professional, administrative, and technical staff.
• Establish clear work expectations, performance objectives, responsibilities, and accountability measures for assigned employees.
• Participate in recruitment, selection, onboarding, training, performance evaluation, and employee development activities in collaboration with Human Resources and program leadership.
• Assess staffing needs based on enrollment, program requirements, service delivery demands, workload, and applicable staffing regulations.
• Recommend staffing adjustments and organizational changes to address program needs and improve operational effectiveness.
• Monitor staff performance and provide coaching, feedback, and corrective direction as appropriate.
• Coordinate staff schedules, assignments, and administrative responsibilities to support program continuity and effective service delivery.
• Identify professional development needs and collaborate with program leadership to coordinate required training and staff development opportunities.
• Promote a collaborative, inclusive, and professional work environment consistent with YMCA values and organizational policies.
• Maintain appropriate confidentiality of personnel matters and consult with Human Resources and the supervising director regarding employee relations concerns.

Budget and Resource Management

• Assist with the development, management, and monitoring of assigned program budgets in collaboration with the supervising director and Finance.
• Monitor expenditures, staffing costs, purchasing activity, and resource utilization to support responsible fiscal management.
• Review budget variances and recommend adjustments or corrective actions when needed.
• Coordinate timely submission of invoices, payment requests, procurement documentation, and other assigned financial records.
• Monitor the availability and appropriate use of supplies, equipment, materials, and other resources needed to operate assigned programs.
• Coordinate with Facilities, Procurement, Finance, and other departments to address program resource needs.
• Support compliance with applicable funding restrictions, purchasing procedures, financial controls, and contractual requirements.
• Prepare budget updates and resource utilization reports for review by the supervising director.
• Identify opportunities to improve efficiency while maintaining program quality, regulatory compliance, and safe learning environments.

Enrollment, Data Management, and Reporting

• Monitor assigned program data related to enrollment, attendance, eligibility administration, staffing, service delivery, and operational performance.
• Support enrollment and funded enrollment objectives through coordination with appropriate program teams.
• Ensure accurate and timely data entry, recordkeeping, and reporting within applicable program management systems.
• Prepare and maintain required program reports, operational updates, compliance documentation, and performance records.
• Review program data to identify trends, operational challenges, service gaps, and opportunities for improvement.
• Develop tracking tools and monitoring processes to support accountability, accurate documentation, and timely completion of required activities.
• Coordinate the collection and preparation of information needed for audits, grant applications, funding reports, and performance standards reporting within assigned responsibilities.
• Present program updates, findings, and recommendations to the supervising director and relevant stakeholders.
• Protect confidential child, family, and employee information in accordance with applicable privacy requirements and YMCA policies.

Facilities, Health, Safety, and Risk Management

• Monitor assigned preschool locations to support safe, clean, and well-maintained facilities in accordance with applicable licensing and organizational requirements.
• Coordinate with Facilities, Risk Management, site leadership, and other departments to address repairs, maintenance needs, equipment concerns, and facility improvements.
• Support regular facility inspections and ensure identified safety or maintenance concerns are documented and addressed promptly.
• Monitor assigned operational procedures related to child supervision, emergency preparedness, health, safety, sanitation, and incident reporting.
• Ensure that operational concerns affecting children, families, staff, and visitors are communicated to the appropriate leaders.
• Coordinate follow-up on identified deficiencies and support implementation of corrective actions.
• Assist with emergency response planning, operational risk mitigation, and continuity of program services.
• Uphold YMCA policies concerning child safety, mandated reporting, supervision, confidentiality, and risk management.

Family and Community Partnerships

• Develop and maintain collaborative working relationships with families, community organizations, educational institutions, social service agencies, and other program partners.
• Coordinate with family services and education staff to support family engagement and access to appropriate community resources.
• Collaborate with community partners to support comprehensive services for children and families within assigned program areas.
• Participate in meetings, planning sessions, and community activities related to program operations and service coordination.
• Identify opportunities to strengthen community partnerships and improve access to services.
• Promote culturally responsive, inclusive, and family-centered practices in program administration and service delivery.
• Communicate program needs, operational updates, and service coordination concerns to appropriate stakeholders within the scope of assigned responsibilities.

Program Evaluation and Continuous Improvement

• Evaluate program operations, service delivery, and administrative processes to determine effectiveness and identify opportunities for improvement.
• Establish and monitor program performance measures, benchmarks, and timelines in collaboration with the supervising director.
• Analyze program reports and operational data to identify trends, staffing needs, compliance concerns, and service delivery gaps.
• Recommend program, policy, staffing, or administrative changes based on identified needs and performance results.
• Develop and monitor improvement plans to address identified deficiencies and strengthen program outcomes.
• Coordinate with program specialists and relevant departments to implement operational improvements and standardize effective practices.
• Monitor progress toward established goals and communicate outcomes, barriers, and recommendations to program leadership.
• Support implementation of new systems, procedures, and program initiatives that improve effectiveness, accountability, and service quality.

Other Essential Functions

• Attend staff meetings and training as required.

• Uphold YMCA policies for safety, supervision, mandated reporting and risk management.
• Demonstrate the Six Pillars of Character (Trustworthiness, Citizenship, Respect, Responsibility, Caring and Fairness) as well as the YMCA Core Values of Caring, Respect, Honesty and Responsibility, in all dealings with members, guests, volunteers and fellow staff.
• Demonstrate competencies in and willingness to develop in the Cause Driven Leadership areas of mission advancement, collaboration, operational effectiveness and personal growth.
• All other duties as assigned by your supervisor.

YMCA LEADERSHIP COMPETENCIES

The Y’s Leadership Competency Model is comprised of multiple leadership competencies (leadership knowledge, skills, and behaviors required for success in the Y), organized by the four disciplines of cause driven leadership:

• Advancing Our Mission & Cause: Provide visionary leadership to the organization and ensure that all resources are mobilized to adapt to new challenges and needs in the community.
  • Competencies Include: Change Leadership, Engaging Community, Philanthropy, & Volunteerism
• Building Relationships: Connect people to the Y’s cause by developing inclusive relationships, partnerships and collaborations so that Ys can co-create solutions to pressing social needs.
  • Competencies Include: Collaboration, Communication & Influence, Inclusion
• Leading Operations: ensure relevance, effectiveness, and sustainability of the organization so that we can continue to fulfill our promise to the community.
  • Competencies Include: Critical Thinking & Decision Making, Fiscal Management, Functional Expertise, Innovation, Program/Project Management
• Developing & Inspiring Others: support the holistic development of self and others so that everyone can embrace the Y’s cause, sustain the Y’s culture, and inspire others to take individual and collective action to further our impact.
  • Competencies Include: Developing Self & Others, Emotional Maturity

While all competencies are significant the following are critical to success in this position:

• Change Leadership
• Collaboration
• Critical Thinking & Decision Making
• Developing Self & Others

Qualifications

MINIMUM QUALIFICATIONS

• EDUCATION:
  • Bachelor's degree from an accredited college or university in Child Development, Early Childhood Education, Education, Social Work, Public Health, or a related field is required.
  • Master's degree in a related field is highly desirable.
• RELATED EXPIRENCE:
  • Seven years of diversified program and policy support experience related to educational and social services, including coordination of program services with participants, staff, policy committees, community partners, and other stakeholders.
  • Three years of management and supervisory experience.
  • Experience working with federally or state-mandated programs comparable in nature to Early Head Start and Head Start.
  • Experience coordinating programs, evaluating service delivery, implementing policies and procedures, and monitoring program effectiveness.
  • Experience with budgets, staffing, compliance monitoring, reporting, and coordination of multidisciplinary program services.
• SPECIALIZED SKILLS:
  • Knowledge of program administration, policy implementation, operational procedures, and regulatory compliance in early childhood education or social services.
  • Ability to interpret and implement applicable program requirements, organizational policies, licensing regulations, and funding guidelines.
  •  Ability to assess program needs, evaluate operating effectiveness, identify service delivery concerns, and recommend appropriate program or staffing changes.
  • Strong organizational analytical, problem-solving, communication, and decision-making skills.
  • Ability to supervise and coordinate assigned staff and collaborate effectively with program specialists and other departments.
  • Ability to monitor budgets, staffing resources, program data, and performance measures.
  • Proficiency in program management systems, data entry, reporting tools, and standard office applications.
  • Ability to maintain confidential information and handle sensitive employee, child, and family records appropriately.
  • Ability to establish and maintain effective working relationships with staff, families, community partners, funding agencies, and regulatory representatives.
  • Bilingual (English/Spanish), preferred.
• CERTIFICATIONS & REQUIREMENTS:
  • Valid Class C California driver’s license and proof of auto liability insurance
  • TB test clearance to be renewed every two years.
  • Current certification in Adult, Child & Infant CPR & AED First Aid or willingness to obtain within 60 days of hire.
  • Verification of Immunizations required by the California Department of Health (Pertussis, Measles, and Influenza)
  • DOJ clearance and all other required background checks

WORK ENVIRONMENT/MINIMUM PHYSICAL REQUIREMENTS

• Work is performed in an office environment and across assigned preschool and early childhood education locations.
• Travel between program sites, organizational offices, community partner locations, and meetings may be required.
• Occasional evening or weekend availability may be necessary to support program operations, meetings, trainings, or urgent operational needs.
• Must possess the physical, visual, and auditory ability to perform the essential functions of the position, with or without reasonable accommodation.
• Must be able to communicate effectively, review and interpret documentation, use standard office equipment and technology, and participate in meetings and site visits.
• Must be able to respond appropriately to operational emergencies, safety concerns, and time-sensitive compliance matters.