Site Supervisor

Description

Reports To: Divisional Director of Early Childhood Education and Compliance

Department: Early Childhood Education

Classification: [Exempt/Non-Exempt]

Location: San Diego, C

Position Definition

Under the direct supervision of the Divisional Director of Early Childhood Education and Compliance, the Site Supervisor is responsible for the day-to-day leadership, administration, supervision, regulatory compliance, and overall operational effectiveness of an assigned Heartbeat Music & Performing Arts Academy (HBMPAA) early childhood education site. The Site Supervisor is accountable for maintaining a safe, nurturing, developmentally appropriate, and compliant educational environment for children from infancy through kindergarten. This position is responsible for ensuring that site operations consistently meet applicable requirements established by the California Department of Social Services, Community Care Licensing Division; California Department of Education (CDE) requirements applicable to funded programs; Title 5; Title 22; and all other applicable federal, state, local, licensing, funding, and HBMPAA requirements. The Site Supervisor provides direct leadership and oversight to Teachers, Teaching Assistants, Volunteers, Interns, and other assigned site personnel. This position is expected to maintain current knowledge of applicable regulatory requirements, identify and immediately address deficiencies, hold employees accountable for performance and conduct, and ensure corrective actions are implemented and sustained. The Site Supervisor also serves as a member of the enrollment team and supports enrollment, family engagement, program quality, and student success. When designated by leadership, the Site Supervisor serves as the primary on-site contact for Community Care Licensing representatives and participates in licensing visits, inspections, audits, and corrective-action activities.

Essential Duties and Responsibilities

1. Site Leadership and Regulatory Compliance

• Provide direct leadership and oversight of daily site operations and ensure the program operates in accordance with applicable Title 5, Title 22, licensing, funding, and HBMPAA requirements.
• Maintain current working knowledge of laws, regulations, licensing standards, funding requirements, and organizational policies applicable to the assigned program and site.
• Ensure required staff-to-child ratios and supervision requirements are maintained at all times.
• Maintain a safe, sanitary, organized, nurturing, and developmentally appropriate environment for children, employees, families, and visitors.
• Conduct routine site reviews and inspections to identify potential licensing, health, safety, operational, or program deficiencies.
• Take immediate action when a compliance or safety concern is identified. The Site Supervisor is responsible for addressing the concern, communicating expectations, initiating corrective action, verifying completion, and monitoring the issue to ensure sustained compliance.
• Ensure required licenses, notices, emergency information, postings, inspection records, and other regulatory documentation are current and properly maintained.
• Maintain site readiness for announced and unannounced licensing, funding, health, safety, and organizational inspections or audits.
• Immediately escalate serious licensing, child safety, health, employee conduct, or regulatory concerns to appropriate leadership.
• Serve as an on-site representative during licensing visits and inspections when designated by leadership and ensure identified deficiencies are addressed within established deadlines.

2. Staff Supervision, Performance, and Accountability

• Provide direct supervision, direction, coaching, and performance management for Teachers, Teaching Assistants, Volunteers, Interns, and other assigned site personnel.
• Clearly communicate job expectations and ensure employees follow HBMPAA policies, classroom procedures, licensing requirements, safety standards, and leadership directives.
• Monitor employee attendance, punctuality, reliability, conduct, classroom performance, supervision practices, and compliance with assigned responsibilities.
• Address employee performance, attendance, conduct, safety, or compliance concerns promptly and consistently in coordination with Human Resources and appropriate leadership.
• Hold employees accountable for failure to meet established performance, conduct, attendance, safety, or regulatory expectations.
• Document coaching, performance concerns, attendance issues, policy violations, and other matters requiring formal follow-up in accordance with HBMPAA procedures.
• Conduct employee performance evaluations at least every six months or as otherwise required by HBMPAA.
• Evaluate employee performance using established measures, which may include:
  • Desired Results Developmental Profile (DRDP) outcomes;
  • Parent Satisfaction Survey results;
  • kindergarten readiness and student-development measures;
  • attendance, punctuality, and reliability;
  • documented callouts affecting classroom ratios, coverage, or operations;
  • classroom management and student engagement;
  • compliance with licensing and safety requirements;
  • completion and accuracy of required documentation; and
  • overall job performance and adherence to HBMPAA standards.
• Identify training and development needs and provide or coordinate appropriate coaching, mentoring, and professional development.
• Model professional conduct, accountability, effective communication, and appropriate interactions with children, families, employees, and visitors.

3. Child Supervision, Education, and Program Quality

• Ensure children receive appropriate care, supervision, education, and developmental support throughout the program day.
• Monitor classrooms and program areas regularly to ensure active supervision and compliance with established child-safety practices.
• Intervene immediately when unsafe, inappropriate, or noncompliant practices are observed.
• Ensure curriculum and instructional practices are developmentally appropriate and aligned with HBMPAA program objectives and applicable early childhood education standards.
• Monitor completion and accuracy of student assessments, including DRDP documentation and other required developmental measures.
• Ensure individualized learning goals are informed by assessments, observations, developmental needs, and family input.
• Support Teachers in implementing appropriate classroom management and positive guidance strategies.
• Monitor student progress and kindergarten readiness and implement improvement strategies when program outcomes do not meet established expectations.

4. Family and Community Engagement

• Develop and maintain professional, respectful, and collaborative relationships with parents, guardians, families, and community partners.
• Ensure families receive timely and appropriate communication regarding student progress, classroom activities, program expectations, incidents, and other relevant matters.
• Conduct or oversee parent/guardian conferences regarding student development, progress, goals, behavioral concerns, and kindergarten readiness.
• Respond professionally and promptly to parent/guardian questions, concerns, and complaints and escalate significant matters when appropriate.
• Maintain confidentiality of student, family, and employee information in accordance with applicable laws and HBMPAA policies.
• Participate in enrollment activities and support efforts to maintain appropriate program enrollment.

5. Health, Safety, and Emergency Preparedness

• Ensure compliance with all applicable health, sanitation, child supervision, food safety, emergency preparedness, and injury-prevention requirements.
• Ensure required daily child wellness and health observations are completed and documented as applicable.
• Maintain emergency plans, emergency supplies, evacuation procedures, and required emergency documentation.
• Ensure employees understand and follow emergency procedures and participate in required drills and safety training.
• Immediately address and report suspected child abuse or neglect, injuries, safety hazards, licensing violations, or other serious incidents in accordance with mandated reporting obligations and HBMPAA procedures.
• Ensure incidents involving children or employees are appropriately documented, reported, investigated, and escalated when required.

6. Administrative and Operational Management

• Maintain complete, accurate, organized, and timely student, employee, attendance, licensing, enrollment, compliance, and program records.
• Ensure required documentation is completed accurately and submitted within established deadlines.
• Review site records routinely to identify missing, expired, inaccurate, or incomplete documentation and ensure deficiencies are corrected.
• Utilize required daily, weekly, and monthly site compliance checklists and other monitoring tools established by HBMPAA.
• Review emergency binders, employee and student files, licensing documentation, staff credentials, required postings, program records, and other assigned compliance materials.
• Monitor classroom materials, instructional supplies, equipment, and other site resources and ensure responsible use of organizational funds and property.
• Coordinate staffing and classroom coverage to maintain required ratios and minimize disruption to program operations.
• Maintain consistent communication with the Divisional Director of Early Childhood Education and Compliance and other designated leadership regarding site performance, staffing, compliance, safety, and operational concerns.

7. Continuous Improvement and Accountability

• Monitor program performance and implement corrective and continuous-improvement strategies when deficiencies or opportunities are identified.
• Review assessment results, family feedback, attendance trends, classroom observations, compliance findings, and other program data to identify areas requiring improvement.
• Develop and implement action plans when site or employee performance does not meet established standards.
• Follow through on identified concerns until corrective actions have been completed and sustained.
• Participate in organizational audits, compliance reviews, leadership meetings, professional development, and quality-improvement initiatives.
• Perform other duties reasonably related to the position as assigned by HBMPAA leadership.

Requirements

Minimum Qualifications

• Bachelor of Arts or Bachelor of Science degree in Early Childhood Education, Child Development, Early Childhood Studies, or a closely related field.
• Completion of required Infant/Toddler coursework, including a minimum of six (6) semester units in infant/toddler development or care, as applicable to the assigned program.
• Valid California Child Development Site Supervisor Permit or ability to obtain and maintain the required permit within the timeframe established by HBMPAA and applicable regulatory requirements.
• Minimum of five (5) years of professional experience in an early childhood education or preschool environment.
• Minimum of two (2) years of supervisory, lead, or management experience in an early childhood education setting.
• Demonstrated knowledge of California childcare licensing requirements, including applicable Title 5 and Title 22 requirements.
• Experience supervising employees, addressing performance concerns, and maintaining regulatory compliance.
• Strong organizational, leadership, problem-solving, and decision-making skills.
• Strong written and verbal communication skills with the ability to communicate effectively with employees, families, leadership, regulatory representatives, and community partners.
• Proficiency with computers, electronic records, email, and standard business software.
• Bilingual proficiency is preferred but not required unless otherwise designated for a specific site.

Required Clearances and Certifications

The Site Supervisor must obtain and maintain all clearances, certifications, permits, and training required by applicable law, licensing requirements, funding requirements, and HBMPAA policy, including, as applicable:

• California Child Development Site Supervisor Permit;
• criminal background and required fingerprint clearance;
• health examination and tuberculosis (TB) clearance;
• current Pediatric CPR and First Aid certification;
• Mandated Reporter training;
• required immunization documentation;
• required health and safety training; and
• any additional certifications or training required for the assigned program.

Continued employment in the Site Supervisor position is contingent upon maintaining all required permits, clearances, certifications, and qualifications.

Leadership and Accountability Expectations

The Site Supervisor is a leadership position and is expected to independently identify, address, and follow through on routine operational, employee, safety, and compliance matters within the scope of the position.

Simply identifying or reporting a concern does not, by itself, satisfy the responsibilities of the position. The Site Supervisor is expected to take appropriate ownership by providing clear direction, initiating corrective action, documenting concerns when required, verifying that corrective measures have been completed, escalating matters that exceed the position's authority, and monitoring the issue to ensure sustained resolution.

The Site Supervisor is also responsible for maintaining current knowledge of the regulatory requirements applicable to the assigned site. Failure to maintain required compliance, appropriately supervise employees, address known safety or licensing concerns, maintain required documentation, or hold employees accountable may result in corrective action, up to and including termination of employment, consistent with HBMPAA policies and applicable law.

Physical and Work Requirements

The position requires the ability to perform the essential functions of an early childhood education leadership role, with or without reasonable accommodation. Duties may include frequent standing, walking, bending, reaching, interacting with children at floor level, responding promptly to emergency situations, and moving throughout classrooms and outdoor program areas to actively monitor operations.

The Site Supervisor must be able to maintain sufficient mobility, awareness, and responsiveness to supervise program operations and respond to child health and safety needs.

Acknowledgment

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to represent an exhaustive list of all duties, responsibilities, qualifications, or requirements. HBMPAA reserves the right to modify, add, remove, or reassign duties and responsibilities based on organizational needs and consistent with applicable law.