Program Analyst

Position Summary: The Division of Early Childhood Education (DECE) supports the operational and programmatic functions of early childhood education programs for New York City Public Schools (NYCPS) children in elementary schools, Pre-K Centers, and NYCPS contracted settings included in Community Based Organizations (CBO) and through Family Child Care (FCC) programs. DECE provides families with access to high quality, inclusive early childhood programs for children birth to five, in rich diverse settings, supporting children’s growth and development. Working together with families and programs, DECE ensures that children are engaged, nurtured and supported.

The Program Analyst is responsible for the effective implementation of procedures related to the operation of the DECE Field Office including, but not limited to, the following areas for their Field Office: budget; procurement/contract; document systems; file management; inter/intra-office affairs; and high priority special projects. This will include building budget models, supervision of office expenditures, ensuring compliance with city and departmental procurement rules, and proper execution of all related transactions in NYCPS mainframe and web based systems. Fulfills additional responsibilities as assigned. Performs related work.

Reports to: Director of Field Operations

Direct Reports: N/A

Key Relationships: Director of Field Operations, DECE Program Administrators, DECE Field Offices, Borough Support Centers, Division of Contracts and Purchasing, Division of Financial Operations, Office of Auditor General (OAG) and other central NYCPS offices.

Responsibilities

Project Management

Manages UPK enrollment for UPK CBECCs, including, but not limited to, reviewing and tracking registration documents, and coordinating transfer of enrollment forms from DECE providers to Field Offices.
Coordinates receipt of registration documents from all DECE providers
Supervises and monitors student data entry into Pre-Kids and ATS.
Communicates with vendors regarding children who have already been entered into the ATS system.
Submits weekly updates to Operations Director.
Supports parent inquiries regarding enrollment.
Confirms Pre-Kids and ATS entries with DECE providers as needed.

Special Projects

Oversees and coordinates high priority projects on an as needed basis.
Assists in archiving process for Field Office.
Collaborates with various divisions within NYCPS, such as the Division of Contracts and Purchasing, the Division of Financial Operations and OAG.

Contracts

As part of a committee, reviews application/RFP review, and negotiation and administration of DECE Community Based Early Childhood Center (CECC) contracts in a geographic area, in collaboration with the Division of Contracts and Purchasing.
Ensures fiscal compliance, including budgets, modifications, and expenditure reporting requirements.
Reviews contract compliance oversight, including security clearance in the Personnel Eligibility Tracking System (PETS), licensing and insurance certificates, and teacher certification.
Meets with the Operations Director on a regular basis to review the status of DECE CBOs.
Facilitates payments and certification of services for the Field Office.
Maintains contract information in the Pre-K Integrated Data System (PreKIDS) and contract files, including CBECC fiscal documentation
Acts as a resource to resolve issues related to contracts; communicates relevant information expeditiously.
Participates in audits and reviews conducted by external oversight agencies, e.g., NYC Comptroller’s Office, VESID, and the Office of the Auditor General (OAG).

Fiscal Management

Participates in negotiations of a revised budget and projected student enrollment numbers with ECE providers on an annual basis.
Facilitates the purchasing of supplies and equipment for the Field Office in accordance with the DOE’s Standard Operating Procedures.
Maintains files with supporting documentations for expenditures.
Manages all Field based Pre-Kindergarten and tax levy and reimbursable budgets and expenditures. This includes:
proper execution of financial and related administrative support functions;
formulating and processing budget submissions;
assisting with fiscal year opening and closing processes;
monitoring encumbrances and reporting of receipts of delivery;
initiating purchase orders to ensure that they're within procurement guidelines and budget projections, and coordinating with the offices to liquidate unnecessary open encumbrances; and
troubleshooting vendor payment problems.
Works with the Director of Operations and the ECE Program Administrator to forecast expenditures and budgets for current and future years.
Oversees implementation of budget and purchasing procedures in FAMIS/FAMIS PORTAL, GALAXY/MY GALAXY and other financial systems.
Creates and reviews funding models for current and potential programs.
Facilitates budget processing for Field Offices.

Qualification Requirements:

Minimum

A master’s degree from an accredited college in education, guidance, educational administration and supervision, or a related field and at least two (2) years of full-time satisfactory professional experience in educational program administration, career or occupational program administration, or as a state certified or licensed teacher, one (1) year of which must have been in a supervisory/consultative capacity; or
A baccalaureate degree from an accredited college and three (3) years of full-time satisfactory professional experience as described in “1” above; or
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization plus seven (7) years of full-time, satisfactory professional experience as described in “1” above; or
A combination of education and/or experience which is equivalent to the requirements in "1," "2," and “3” above. However, all candidates must have at least an approved four-year high school diploma or its educational equivalent as well as the two (2) years of full-time satisfactory professional experience as described in “1” above.

Preferred

Knowledge of word processing software, spreadsheets, and databases.
Capable and detail oriented multitasker who can prioritize and remain professional in demanding situations.
Ability to collaborate effectively with colleagues at all levels of the organization.
Ability to learn quickly and succeed in the rapidly changing environment.
Team player capable of resolving organizational roadblocks.
Ability to learn quickly and succeed in the rapidly changing environment.
Talent for listening, asking effective questions, and synthesizing information.
Strong orientation towards customer service.
Excellent spoken and written communication skills.