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Transition Grant Assistant

2 months ago

Chicago, United States Chicago Public Schools Full time

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 320,000 students in 600+ schools and employing approximately 40,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity. Six core values are embedded within these commitments - student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.

The Office of Diverse Learner Supports & Services (ODLSS) is responsible for student evaluations, creating and monitoring Individualized Education Programs (IEPs), and working with schools, staff, and families to fulfill these plans toward greater student development and achievement. ODLSS uses a data-driven approach to best support the needs of each individual student and does so in compliance with federal and state regulations regarding special education, including the Individuals with Disabilities Education Act (IDEA) and Section 504 of the Rehabilitation Act of 1973.

Job Summary:

The Transition Grant Assistant will assist the Transition Services team, a multidisciplinary team responsible for informing, implementing, expanding and monitoring transition services for students with disabilities to support seamless transitions to post-secondary independence and success. This position will complete a variety of tasks related to the Division of Rehabilitation Services (DRS) referral process and will support the department in meeting the outcomes and objectives established in department grants (e.g., DRS Pre-employment Training Services (PTS) Grant (formally STEP), and the Illinois Pathways to Partnerships Project (IPPP) Grant, etc.). The Transition Grant Assistant will report to the ODLSS Transition Manager and will be responsible for supporting a variety of processes and procedures related to the Division of Rehabilitation Services (DRS) referral process.

The Transition Grant Assistant will be held accountable for the following responsibilities:

  • Serve as the initial point of contact for the Transition Services team, monitoring the team email inbox and requests received by phone to ensure the appropriate routing of inquiries and requests for support, and provide timely resolution of issues
  • Collaborate with the Transition Manager to monitor department activity to ensure grant deliverables are met. For example -
    • Providing schools with up-to-date information to help generate DRS referrals, and ensure grant DRS referral quotas are met
    • Review incoming DRS referral packets and materials for completeness, and follow up with referral source as needed for complete packet processing
    • Provide updates to school staff, parents, students, Community Rehabilitation Partners on status of referrals or DRS case information
  • Provide support to Transition Specialists in monitoring and reviewing student referral data in both the digital organizational system and WebCM (State of IL data system)
  • Assist with monitoring internal data tracking systems used to document the student referral process, collaborating with colleagues as needed to make necessary updates or follow-up on pending referrals
  • Assist Transition Specialist with reviewing student IEPs to identify relevant Pre-Employment Transition Services (PTS) indicated for delivery by CPS and provide accurate billing to DRS
  • Maintain the Transition team's billing tracker(s) to ensure complete and accurate data is entered and facilitate the submission of appropriate billing reports to DRS
  • Communicate with internal and external stakeholders regarding student cases as they progress through the DRS service process -
    • Communicate with parents of CPS students with disabilities to provide guidance regarding collaboration with DRS providers, advocating for student services, and sharing DRS counselor information as needed
    • Communicate with school staff and DRS personnel regarding pending student referrals, active referrals, and/or referrals submitted after the Senior deadline
  • Collaborate with Community Rehabilitation Partners (CRPs) to facilitate partnerships with schools (ie: opportunities to offer support at CPS events such as report card pickup days and other Transition Services events)Generate reports from department trackers, data systems, and external databases as needed
  • Receive and resolve requests submitted through the Transition Services curriculum request form, coordinating the delivery of materials and maintaining accurate records of requests received and materials provided
  • Maintain student data and school data on IPPP Grant tracker for internal team members and external partners
  • Other duties as assigned
In order to be successful and achieve the above responsibilities, the Transition Grant Assistant must possess the following qualifications:

Education Required:
  • High school diploma or GED required
  • Associate or bachelor's degree from an accredited college or university, preferred
Experience Required:
  • Minimum of two (2) years of professional experience in administrative support, grant coordination, and/or business operations work, including the following, is required:
    • Experience supporting and monitoring accurate data collection and reports
    • Experience providing excellent customer service, trouble-shooting support, and routing and/or escalating requests to the appropriate team members
    • Experience with project coordination, specifically supporting grant-funded projects, including creating timelines for completion and coordinating work progress in line with deadlines
  • Experience coordinating educational grants in support of services for students with disabilities, preferred
Other Requirements:
  • Bilingual fluency in English and Spanish, preferred
  • General knowledge and understanding of services available for students with disabilities, preferred
  • Familiarity with/knowledge of programs such as Impact, WebCM and Docusign, preferred
Knowledge, Skills, and Abilities:
  • Strong interpersonal, verbal and written communication skills (including presentations - listening, and writing)
  • Ability to respond accurately, comprehensively, and clearly to questions from internal and external stakeholders (ie: parents, public officials, school administrators)
  • Strong organizational and time management skills; ability to effectively prioritize concurrent work activities to ensure expectations and deadlines are met while maintaining high levels of accuracy and attention to detail
  • Self-motivated with high ethical standards
  • Excellent technical skills/computer proficiency including the ability to use common office programs (ie: Microsoft Office Suite, Excel, etc.)
Conditions of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to:
  • Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions, however, all CPS employees must be residents of Illinois.
  • Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire. "Up-to-date" on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.