Follow-Up Lead

Under the supervision of the Follow-Up Manager, the Follow-Up Lead supports Head Start monitoring follow-up activities by leading, coordinating, and overseeing Follow-Up, Special, and Risk Assessment Notification (RAN) reviews across assigned states and regions, including American Indian/Alaska Native and Tribal programs. This role manages follow-up workflows, coordinates with reviewers and grant recipients, monitors corrective action completion and progress, and ensures follow-up activities are completed accurately, timely, and in alignment with Head Start Program Performance Standards (HSPPS), Office of Head Start (OHS) guidance, and contract requirements.

The Follow-Up Lead works collaboratively with internal MSG staff, OHS central and regional offices, reviewers, and grant recipients to support compliance efforts, verify corrective action completion, identify emerging risks, and ensure high-quality deliverables throughout the follow-up lifecycle. This role serves as the primary operational lead for assigned reviews, providing day-to-day guidance, workload coordination, quality oversight, and issue escalation support for reviewers and staff participating in follow-up activities.

• Serves as the primary point of contact for assigned grant recipients during Follow-Up, Special, and RAN reviews.
• Coordinates all phases of follow-up activities, including planning, scheduling, execution, documentation review, interviews, narrative development, and closeout.
• Reviews monitoring reports to assess findings and determine appropriate follow-up actions, timelines, and review activities.
• Supports customization of follow-up activities based on review type, findings, risk level, OHS direction, and grant recipient circumstances.
• Coordinates onsite or virtual follow-up reviews, including reviewer assignments, planning activities, schedules, document requests, and logistics.
• Develops scopes of work for Special Reviews in coordination with OHS central and regional office staff.
• Collects and analyzes data to identify program performance and compliance issues and ensure evidence aligns with finding narratives.
• Manages a portfolio of approximately 40-90 active grant recipients and multiple concurrent Follow-Up, Special, and RAN review activities across assigned regions.
• Supports coordination of reviewer workloads and resources to ensure contractual deadlines and review milestones are met.
• Serves as the first point of escalation for operational issues, review challenges, and stakeholder concerns.
• Assists Follow-Up team members with note-taking, meeting coverage, or other coordination support as needed.

• Reviews corrective action plans and supporting documentation submitted by grant recipients to assess completeness, clarity, and responsiveness to findings.
• Reviews approximately 20-40 corrective action submissions and evidence packages per month.
• Monitors 10-30 active corrective action plans simultaneously, ensuring activities remain aligned with approved timelines and OHS expectations.
• Completes initial reviews of corrective action submissions within five business days of receipt whenever possible.
• Conducts planning calls with grant recipients to assess corrective action progress, discuss extensions when needed, review document requests, explain the follow-up review process, and communicate potential OHS actions if findings are not corrected.
• Conducts follow-up review interviews to confirm corrective actions taken by grant recipients and assess ongoing compliance.
• Evaluates evidence to determine whether corrective actions sufficiently demonstrate compliance or measurable progress toward compliance.
• Identifies documentation gaps, inconsistencies, or clarification needs and communicates required revisions to grant recipients.
• Coordinates with and supports the Fiscal Follow-Up Lead on all fiscal findings, as applicable.
• Writes clear narratives documenting recommendations for correction, non-correction, continuation, or escalation based on evidence review and review discussions.
• Tracks corrective action progress and proactively addresses overdue actions or potential compliance risks.
• Recommends closure, continuation, or escalation of corrective actions based on evidence and compliance status.

• Maintains a strong working knowledge of HSPPS, relevant regulations, and current OHS monitoring and follow-up guidance.
• Ensures follow-up narratives, documentation, and communications are accurate, consistent, and aligned with MSG and OHS standards.
• Maintains a deliverable accuracy rate of 95% or greater for review documentation, narratives, and tracking records.
• Partners with Quality Control staff to support high-quality, compliant deliverables.
• Conducts preliminary quality reviews of reviewer work products and provides feedback to improve consistency and compliance.
• Identifies trends, recurring issues, or potential risks across reviews and elevates concerns to management.
• Analyzes patterns across findings and corrective actions to identify systemic compliance issues and opportunities for continuous improvement.

• Communicates routinely with OHS representatives, including central and regional office staff, regarding follow-up status, issues, and resolution of findings.
• Supports OHS requests related to Follow-Up, Special, and RAN reviews, including expedited timelines or targeted review activities.
• Maintains awareness of review history, findings, extensions, and performance concerns for assigned grant recipients.
• Ensures approvals for corrective action extensions or review date changes are documented and reflected in tracking systems.
• Responds to stakeholder requests and inquiries within established timelines, generally within one to two business days.
• Collaborates with OHS and internal leadership to resolve complex compliance matters and determine appropriate follow-up actions.

• Maintains accurate tracking of all assigned follow-up activities, deliverables, timelines, and statuses.
• Provides regular status updates and reports to the Follow-Up Manager and leadership, as requested.
• Updates the Master Tracker at least weekly to ensure all reviews, report statuses, deadlines, and follow-up activities are current.
• Monitors assigned reviews against contractual performance measures, workload expectations, and established deadlines.
• Supports the use, testing, and enhancement of tracking systems, databases, and tools to monitor follow-up activities.
• Ensures all review documentation, correspondence, approvals, and closeout materials are complete and maintained in accordance with contract requirements.

• Participates in all required trainings related to monitoring, follow-up processes, systems, HSES, ITAMS, and OHS guidance.
• Assists with development and refinement of internal tools, guidance documents, and training materials.
• Shares lessons learned, best practices, and process improvement recommendations with MSG and OHS leadership.
• Supports coordination, mentoring, and onboarding of reviewers and staff as needed during review activities or upon hire.
• Provides technical guidance to reviewers and grant recipients regarding follow-up processes, corrective action expectations, and compliance requirements.
• Supports coordination of approximately 2-5 reviewers, consultants, or subject matter experts during onsite or virtual reviews.

• Performs other related duties as assigned to support MSG contracts, programs, and organizational objectives.

The Follow-Up Lead is expected to manage a dynamic portfolio of follow-up activities and maintain consistent oversight of assigned reviews. Typical workload expectations include:

• Managing approximately 40-90 active grant recipients across assigned regions.
• Reviewing approximately 20-40 corrective action submissions and evidence packages each month.
• Monitoring 10-30 active corrective action plans concurrently.
• Coordinating multiple Follow-Up, Special, and RAN reviews simultaneously.
• Providing weekly progress updates to management and stakeholders.
• Supporting reviewer coordination and quality oversight during active review cycles.
• Maintaining a deliverable accuracy rate of 95% or greater for review documentation, narratives, and tracking records.
• Maintaining compliance with established contractual performance, quality, and timeliness standards.

• Maintain 95% adherence to established work schedules, team coverage requirements, and availability expectations, including flexibility to support teams across U.S. time zones.
• Respond to routine internal communications and stakeholder inquiries within one business day, and to urgent review-week matters within project-defined service levels.
• Attend and actively participate in 95% or more of required virtual meetings, trainings, and team collaboration sessions.
• Maintain 100% compliance with organizational cybersecurity, confidentiality, and remote-access requirements.
• Complete required travel for onsite reviews and observations with 100% adherence to travel authorization, documentation, and expense submission requirements.

• Bachelor's degree in a related field and five or more years of directly related experience, or an equivalent combination of education and experience.
• Experience supporting Head Start or Early Head Start monitoring, follow-up, compliance, or technical assistance activities.
• Strong understanding of Head Start Program Performance Standards (HSPPS) and OHS monitoring processes.
• Demonstrated ability to manage multiple workflows, timelines, stakeholders, and competing priorities simultaneously.
• Strong written and verbal communication skills, including the ability to develop clear narratives and communicate expectations effectively with grant recipients, regional office staff, OHS, reviewers, and internal team members.
• Demonstrated experience evaluating documentation, determining compliance status, and tracking corrective action activities.
• Strong analytical skills and attention to detail.
• Experience using IT systems and Microsoft Office tools, including Excel and Word.
• Ability to travel up to 25-30%, including participation in onsite Follow-Up, Special, and RAN review activities.
• Ability to obtain Tier 2 IT security clearance through the Department of Health and Human Services Administration for Children and Families.

• Prior experience supporting Head Start or Early Head Start monitoring follow-up, Special Reviews, or RAN activities.
• Experience working on a federal contract supporting OHS monitoring, compliance, or technical assistance efforts.
• Familiarity with OHS monitoring systems, follow-up workflows, and timelines, including documentation review and closeout processes.
• Experience with the Head Start Enterprise System (HSES), ITAMS, and the Aligned Monitoring System (AMS).
• Ability to analyze monitoring findings and supporting evidence to identify trends, risks, and recurring areas requiring corrective action.
• Strong organizational skills with experience tracking multiple deliverables, deadlines, and stakeholder communications.
• Prior experience providing technical guidance, coaching, mentoring, or training to grant recipients or internal staff related to compliance or follow-up expectations.
• Experience leading review teams, coordinating reviewer assignments, or overseeing quality assurance activities.

• Demonstrates professionalism, sound judgment, and accountability in all communications, interactions, and assigned responsibilities.
• Works collaboratively across teams, contracts, and functional areas to support shared project goals and timely completion of deliverables.
• Communicates clearly, respectfully, and proactively with supervisors, colleagues, clients, partners, and other stakeholders.
• Maintains responsiveness during core business hours and uses Outlook, Teams, and other project communication tools consistently and appropriately.
• Exercises discretion and good judgment when sharing information, escalating concerns, and participating in internal or external meetings.
• Adapts to changing project needs, timelines, tools, processes, and priorities while maintaining a solution-focused approach.
• Supports a positive team culture by assuming positive intent, seeking clarification when needed, and contributing to constructive problem-solving.
• Demonstrates initiative by identifying ways to improve processes, support colleagues, and assist with shared team priorities.
• Follows established communication, scheduling, meeting, and escalation protocols to support efficient project operations.
• Maintains organized work practices, timely follow-through, and attention to detail in completing tasks, tracking information, and meeting deadlines.
• Participates in meetings in a professional manner, including being prepared, focused on the agenda, and mindful of the audience and purpose.
• Uses approved organizational tools, templates, processes, and communication standards to ensure consistency across project work.

The physical demands described are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made in accordance with applicable laws.

• Ability to work at a computer for extended periods of time.
• Ability to read, write, speak, and communicate effectively.
• Ability to participate in virtual meetings for extended periods.
• Ability to travel domestically up to 25-30%, including air and ground travel.
• Ability to transport standard work equipment, including a laptop and related materials, during travel.
• Ability to perform work in both remote and onsite review environments as required.

Manhattan Strategy Group (MSG) is an Equal Opportunity Employer and considers all qualified applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law. Our hiring decisions are based solely on merit and qualifications, ensuring a fair and competitive selection process.

EEO Statement: Manhattan Strategy Group (MSG) is an Equal Opportunity Employer and considers all qualified applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law. Our hiring decisions are based solely on merit and qualifications, ensuring a fair and competitive selection process.