Special Education Administrative Assistant

SUMMARY: Under the supervision of the Director of Special Education, keeps legal special education records such as IEPs, Psychological Evaluation Reports, and other records. Provides high-level, complex, detailed, executive-level administrative, operations, and strategic management support to the Special Education and Speech Pathologist Director. Acts on the executive’s behalf, handling communication, scheduling, coordination, and special projects that can affect the success and profitability of the company. Works on assignments that are complex and require considerable judgment, initiative, and technical/specialized knowledge to resolve problems and/or develop recommended solutions.

ESSENTIAL RESPONSIBILITIES AND DUTIES:

• Serve as a member of the GPS Educational Services Executive Team by providing tactical and strategic administrative support tasks for the Special Education and Speech Pathologist Directors
• Serve as an internal and external face of the company in the highest professional manner including phone, e-mail, and in-person discussions with leadership, external customers, and vendors. Research and draft responses to inquiries from customers and other agencies; provide trustworthy, professional responses to sensitive and confidential information while exercising discretion, tact, and diplomacy.
• Assist CEO with meeting preparation, including preparing PowerPoint presentations, and meeting agendas, printing meeting materials, copying documents, initiating conference/video calls, and taking meeting minutes. Track and help drive the completion of deliverables and follow up on outstanding items
• Assist with the development of project plans, and manage and communicate project and program timelines.
• Manage research projects. Independently research and compile information and supporting data in preparation for meetings, work projects, and reports as required. Draft memos and business reports.
• Maintain administrator’s calendar and schedule of appointments.
• Analyze urgent situations accurately and exercise judgment in taking effective action when dealing with customers and staff.
• Maintain awareness of and compliance with federal and state regulations regarding Special Education.
• Responsible for submitting and maintaining accurate information to the Special Education database system
• Responsible for maintaining accurate records.
• Track, organize, and maintain extensive confidential files on all special education students in the
• Work closely with Special Education Department Heads at TU, TW, MO, and the alternative site regarding program policies and procedures, and student records and needs.
• Maintain close communication and working relationships with county and district personnel, assistant principals, school psychologists, counselors, and representatives from outside agencies.
• Maintain close and cooperative communication and working relationships with special education personnel at all feeder schools.
• Act as liaison for district personnel, assistant principals, counseling staff, general education teachers, resource specialists, students, parents, etc. in the absence of the administrator/director.
• Oversee the process of receiving special education student records of incoming students and preparing them for high school use.
• Monitor gathering and disbursement of various student progress reports to parents.
• Compile numerous reports, memos, agendas, and meeting notes for district and site levels.
• Copy, mail, and/or fax special education records to requesting parties.
• Request special education records from other schools in and out of county/state.
• Assist administrator during all phases of Compliance Reviews.
• Receive and process all requests to evaluate for special education testing
• Assign requests to appropriate Psychologists
• Forward completed Psychological Reports to Special Education Coordinators to hold MET/IEP Meetings.
• Develop and maintain positive relationships with special education staff and schools.
• Serve as a liaison between Psychologists and Schools
• Maintain projected vs actual spreadsheet, tracking the number of requests for special education evaluations.
• Maintain spreadsheet for special education evaluations and billings, coordinates with Billing & Collections Specialist to invoice for services
• Maintain Special Education Assets, including the logging and distribution of testing materials; notify appropriate staff members when testing materials are needed.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree or equivalent combination of education and experience.
• A minimum of five years of previous experience supporting a senior executive is required.
• Considerable experience in planning, prioritizing, organizing, and managing complex administrative tasks in a fast-paced environment.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Business Acumen - Extensive knowledge of administrative principles, policies, and procedures. Understands the mission and objectives of GPS; looks for ways to improve processes and quality.
• Customer Service - Ability to proactively and effectively respond to customer needs and practices follow-up to ensure customer needs are met.
• Communication Skills - Ability to interact and articulate sensitively, with diplomacy and tact at all levels of the organization and in a multicultural and diverse community. Excellent written and oral communication skills.
• Excellent spelling, punctuation, and English grammar skills. Monitors own work to ensure high quality.
• Interpersonal Skills - Effective interpersonal and customer service skills. Must possess the ability to build and maintain effective relationships with customers at all levels, including senior executives and boards. Must demonstrate and possess a high level of professional integrity, ethics, and confidentiality.
• Teamwork – Ability to work in a team environment and build effective working relationships. Ability to successfully collaborate with others to accomplish business objectives.
• Planning/Organizing - Ability to utilize sound judgment to manage, prioritize, and plan work activities and competing priorities with minimal supervision. Ability to follow through on multiple tasks and deadlines and be detail-oriented.
• Time Management – Excellent time management skills are required. Must be able to work quickly to meet demanding deadlines, demonstrate flexibility, willingness to take on assignments, and work well under pressure.
• Problem Solving - Ability to identify and resolve problems, use sound judgment to develop alternative approaches, and meet challenges with resourcefulness.
• Technology - Proficient in the use of PC/Windows and MAC-based applications and software including MS Office (Word, PowerPoint, Excel, and Outlook). Must have the ability to learn and utilize new technology, software, and/or programs to complete job responsibilities.
• Confidentiality – Ability to handle and manage confidential information. Must possess a strong level of ethics, confidentiality, and professionalism.

EMOTIONAL COMPETENCIES:

• Adaptability: Deals with unexpected challenges or circumstances.
• Ambition & Drive: Exhibits an attitude of expecting to win and will strive to be the best they can be.
• Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.
• Collaboration: Values a work environment that through the collaboration of people, achieves business outcomes.
• Communications: Delivers and receives information in a concise and clear manner
• Customer Service Orientation: Conveying sensitivity to others and sharing appropriate information to cooperatively resolve their concerns (inside and outside the organization)
• Develops People: Have a drive to understand and develop the capabilities of others.
• Innovative Thinking: Passionately champions change and innovation to grow and improve.
• Leadership Effectiveness: Achieves with distinction, persevering despite resistance and influencing others.
• Maintaining Self-Awareness and Impact: Maintains objectivity about own self; learns from experiences to manage the positive impact on others.
• Positive Outlook: Displays optimism toward the future and a 'can do' attitude when managing various stages of the sales process.
• Self-Awareness: Displays self-knowledge of strengths and needs to identify resources where there are gaps.