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New York City Department of Education Program Associate, DECE Program Operations Team in NEW YORK, New York

Job Description

Position Summary: New York City is committed to creating a strong continuum of early care and education from birth through five-years-old. To achieve this goal, the City is working to integrate all contracted early care and education for children from 6 weeks to 5-years-old into the Division of Early Childhood Education (DECE) by the summer of 2019, with the goal of creating a strong, seamless system of support and services for New York City’s youngest children and their families. To spearhead these efforts the EarlyLearn program, which will be moving from the Administration for Children’s Services (ACS), and Universal Literacy (Equity and Excellence), will join Pre-K and 3-K for all at DECE.

Under the direction of the Executive Director of Program Operations, the Program Associate will work to provide comprehensive management and strategic planning for ongoing implementation of critical Program Operations team workstreams. These includes budget oversight for community-based contracted providers, improving financial management processes, leading staff and provider professional development, and data collection and analysis. Performs related work.

Reports to: Executive Director, Program Operations

Direct Reports:N/A

Key Relationships:DECE Leadership; Central DECE Field Program Operations Team; DECE Data Team, Divisional Operations Team, Expansion Team, Policy Team, and other DECE teams; Field Program Operations Directors, Operations Analysts; Case Managers; Division of Financial Operations (DFO); Financial Systems and Business Operations (FSBO); Division of Contracts and Purchasing (DCP)


  • Create and oversee standardized policies and protocols for monitoring and supporting community-based providers in the areas of financial management and budget development. This includes assessing current processes and building new systems to streamline workflow. Key workstreams include:
  • creating or improving processes for the collection, review, and approval of community-based provider budgets, mid-year expense reports, and end-year expense reports;
  • creating or improving processes for the collection, review, and approval of student enrollment records, registrations, and verification of student rosters from community-based providers;
  • creating or improving processes for the allocation, encumbrance, and disbursement of funds to community-based providers; liaising with the field Program Offices, Divisional Operations, Data Team, DFO, and DCP on these processes;
  • creating and delivering internal training modules to over 50 program staff to develop new learning and build team capacity;
  • creating or improving the Field Program office-led trainings for over 1,000 community-based providers on the DECE’s financial and operational requirements;
  • creating, standardizing, maintaining, and updating templates and workflow trackers and project plans and/or identifying new workflow management tools;
  • creating portfolio management tools, reports, and dashboards for varying levels of leadership and field operations staff; and
  • documenting processes and creating a Standard Operating Procedures Manual for Field Program Offices as well as a set of Financial Handbooks for community-based providers.
  • Serve as a direct support to community-based providers’ operations, researching and resolving escalations from program leaders, teachers, and families.
  • Serve as a key support for DECE’s payment and contract management systems, e.g., the FAMIS Vendor Portal and PreKIDS systems. Responsibilities include:
  • working with FSBO to enhance PreKIDS features;
  • collecting, troubleshooting, tracking, and escalating system errors from OAs and ensuring resolutions; and
  • performing user acceptance testing (UAT) before enhancements go to production.
  • Working with the Executive Director, oversee project timelines, milestones, and deliverables.

Qualification Requirements:


  1. A master’s degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, or a closely related field; or
  2. A baccalaureate degree from an accredited college and two years of satisfactory full-time professional experience working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; or in management or methods analysis, operations research, organizational research or program evaluation; or in educational, personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/ administration, labor market research, economic planning, fiscal management; or in a related area.


  • Business, accounting, or public administration degree.
  • Creative problem-solving and strategic planning skills.
  • Experience working with community-based organizations a plus.
  • Talent for listening, asking effective questions, and synthesizing information.
  • Knowledge of generally accepted accounting principles (GAAP).
  • Knowledge of or experience with budgeting, accounting, and financial analysis.
  • Expertise in Microsoft Office software applications, especially Access and Excel.
  • Experience learning and managing enterprise systems in complex organizations.
  • Experience managing and analyzing large datasets.
  • Excellent organizational and interpersonal communication skills.
  • Ability to work under pressure independently and effectively prioritize in a demanding environment.
  • Ability to build relationships with diverse constituencies.
  • Familiar with DOE systems.
  • Internal candidates preferred.

Salary: $70,370+

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not make less than their current salary.)

Please include a resume and cover letter with your application.

Applications will be accepted through* June 21,* 2019 until 3:00 p.m.

NOTE: The filling of all positions is subject to budget availability and/or grant funding.

This position is open to qualified persons with a disability who are eligible for the 55-a program. Please indicate in your cover letter that you would like to be considered for the position under the 55-a program.


It is the policy of the Department of Education of the City of New York to provide educational and employment opportunities without regard to race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. Inquiries regarding compliance with this equal opportunity policy may be directed to: Office of Equal Opportunity, 65 Court Street, Room 1102, Brooklyn, New York 11201, or visit the OEO website at

Tracking Code: 13904

Job Location: NEW YORK, New York, United States

Position Type: Full-Time/Regular

New Posting: Yes

Readvertisement: No

District: N/A

Job Group: N/A