Compliance and Information Systems Manager

  • 2520 S Western Ave, Chicago, IL 60608, USA
  • Full-time

Company Description

Instituto del Progreso Latino is a community organization whose mission is to contribute to the fullest development of Latino(a) immigrants and their families through education, training and employment that fosters participation in the changing U.S. society while preserving cultural identity and dignity.  Founded in 1977 to help Latino’s learn basic skills, pass the civil service exam and obtain higher paying post office jobs, Instituto has grown to a flourishing educational center serving families across the Chicago region.

Job Description

The Compliance and Information Systems Manager (CISM), reports to the Chief of Staff. The primary function of this role is to ensure that Instituto del Progreso Latino (Instituto) provides excellent compliance, data management, customer service, administrative support services, staff training and clear checks and balances to ensure performance so that Instituto’s can best achieve their mission.  The CISM will directly perform certain compliance and administrative functions, work closely with key stakeholders such that Instituto safeguards its charter agreements and consistently achieves a 100% on-time compliance record from the Chicago Public Schools (CPS), the Illinois Board of Education (ISBE), the U.S. Department of Education, the Illinois Board of Higher Education (IBHE), Instituto Funders and external auditors.  The CISM will interact with, and build relationships of trust with principals, senior staff, and all Instituto employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Compliance and Information Systems

  • Manages the organization of submission of administrative, financial, and miscellaneous documents and information required for Instituto to maintain full compliance with CPS and ISBE under the charters of its schools, Instituto Health Sciences Career Academy and Instituto Justice and Leadership Academy.
  • Implements and manages a compliance tracking system that compiles all of the necessary reports and data from the various Instituto offices.
  • Produces and compiles data for compliance reports to support schools in data collection.
  • Facilitates ongoing school compliance meetings with necessary stakeholders and provides quarterly report to Board of Directors.
  • Be a positive contributor to a well-functioning team comprised of school leaders and registrars and Instituto offices including Finance, IT, Human Resources, and Development.
  • Plans, in collaboration with the financial and human resource departments of Instituto, the submission of budget templates and reports in compliance with Title 1, Title 2, SGSA, ELL, and special education regulations to ensure Instituto schools receive their full eligible allotment of so-called supplemental and special education funds.
  • Gathers, reviews, and submits information about school finances, students, staff as required by CPS, ISBE, and federal agencies and departments on a timely basis.
  • Acts as a liaison between the schools and CPS, the Illinois State Board of Education and the food service management company in order to ensure all compliance requirements are submitted and the schools are up to date for audits.
  • Regularly attends CPS, ISBE and INCS meetings and conference calls with the charter sector, including Single Site Meetings, D299 Meetings, and INCS Annual Conference
  • Serves as a resource for Principals to ensure legal compliance on school-related legal matters such as student discipline, special education, student rights, student records, student health, parental permission forms, etc.
  • Manages the PowerSchool and IMPACT Information Systems so that data is accurate and systems function at their highest levels.
  • Develops Standard Operating Procedures for School Information Systems.
  • Develops and implement Professional Development plan for all staff and users of the PowerSchool and IMPACT systems.
  • Customizes PowerSchool pages to better utilize the system to inform school practice and to meet the needs of the institution. 
  • Ensures all medical forms are received completed by the compliance deadline date.
  • Performs quarterly crosschecking between PowerSchool and IMPACT.
  • Works with Principals and all staff to achieve the following specific goals:
    •  Ensure that school staff consistently enter and update student information in PowerSchool and as appropriate, IMPACT.
    • Manage yearly processes including rollover of data and establishment of new school calendar(s).
    • Ensure accuracy of data and troubleshoots problems with the database, including data validation errors.
    • Ensure that student attendance is being properly entered and maintained in PowerSchool and IMPACT and matches in both systems.
    • Assists the organization in getting maximum value from PowerSchool software and information.
    • Set up security access for staff, optimizes system settings, administers PowerTeacher Pro settings.
    • Launch Parent Portal and Student Portal.
    • Work hand in hand with the Principals and all school staff to oversee all aspects of student enrollment and registration, including without limitation to outreach, lottery, registration, students records, student projections and parent communication.
    • Perform quarterly crosschecking between PowerSchool and IMPACT.
  • Ensures all ELL forms are received completed and communicate with school staff on the students enrolled in the program. 
  • Works with school personnel to manage school fee collections.
  • Develops and monitors invoicing process ensuring that monthly invoices for outstanding student fee and meals are sent.
  • Reports monthly collection to accounting department. 
  • Ensures that school staff maintain compliance with federal, state, and local regulations throughout students’ temporary and permanent records such as student academic files, transcripts, medical files, etc.
  • Completes random annual student file audits.
  • Manages the school messaging system for the network. 
  • Assists the school with trouble-shooting any issues that may arise with the system both onsite and through technical support. 
  • Monitors the school CPS dashboard and assist the school with corrections that need to be made to the dashboard.
  • Works with CPS and the school on making corrections to any reports sent out from the central office. 
  • Other duties as assigned.

Nutrition Program Administrator

  • Serves as administrator of National School Lunch Program.
  • Serves as the main point of contact to the school food service company, ensuring that food arrives on time and in proper quantities and condition; troubleshooting problems as they arise.
  • Develops protocol and tracking system to ensure meals are tracked accurately.
  • Ensures that all lunch applications are received complete, properly coded, and entered in IMPACT and PowerSchool on time.
  • Troubleshoots school-side problems in fulfilling school responsibilities for administration of breakfast, lunch, and snacks.
  • Maintains constant communication with the food service company to discuss program operations.
  • Monitors the summer lunch program and retrieve summer breakfast and lunch counts for reimbursement.
  • Processes monthly reimbursement claims with the Illinois State Board of Education.
  • Implements and monitors new staff scanning and invoicing program.
  • Conducts the CPS lunch verification process and pull monthly direct certification.
  • Works with accounting to process bi-weekly staff invoices for outstanding balances for payroll deductions.
  • Requests food safety inspections and prepare corrective action plans.  Conducts all internal audits of the FSMS according to dates regulated by the state, including audits of our BIC, lunch and SIC.
  • Manages all documents for all external ISBE onsite and consultant offsite audits.
  • Participates in all administrative review audits conducted by ISBE. 
  • Completes and records all mandatory state required training hours all.
  • Provides staff training on rules and regulations pertaining to the nutrition program internally and externally. 
  • Completes the Invitation for Bid (IFB) when the organization is searching for a Food Service Management Company. 
  • Serves as the lead to local wellness policy. 

Qualifications

  • BA, BS in business or related field
  • National School Lunch Program experience required
  • 3 years of equivalent compliance management or information system management experience required
  • Previous exposure to staffing processes and general HR procedures, is preferred
  • 2 years experience with Impact and PowerSchool required; others a plus
  • Proven success in effectively communicating the “what when and whys” of administrative compliance to multiple stakeholders such that cooperation is gained
  • Ability to maintain a high sense of confidentiality
  • Able to work with a wide variety of people
  • Team player willing to take on multiple tasks at once; an independent worker who  requires minimal supervision
  • Exceptional organization and time management skills
  • Exceptional “customer” service attitude
  • Excellent oral and written communication skills; bilingual in English/Spanish preferred
  • Strong telephone skills and ability to maintain composure under pressure
  • Dependable and punctual
  • Strong project management skills, attention to detail and effective management of multiple projects at one time
  • Ability to adhere to deadlines, react to unpredictable events quickly and efficiently, be resourceful, manage conflict and challenges
  • Advanced skills with Microsoft Office, Word, Excel, PowerPoint, and the internet

Additional Information

Interested candidates send a completed employment application with a cover letter, resume, salary history and salary expectations.  All items can be included as attachments as part of your application.

Instituto is an Equal Employment Opportunity Employer.