Job Description

FirstLine Schools: SPECIAL EDUCATION ADMINISTRATIVE COORDINATOR

Reports to: Special Education Coordinator

FLSA Status: Exempt

Position Type: Full Time

Position Summary:

The Special Education Administrative Coordinator serves as a member of the school-site special education team, ensuring that students with exceptionalities receive compliant, high-quality individualized education documentation and services. This role is responsible for maintaining all special education files, timelines, and documentation systems with fidelity, and for equipping school-based staff with the knowledge and tools to effectively support students with disabilities.

Position Responsibilities:

IEP Documentation & File Management

• Ensures compliant special education files and tracks all required documents for students with exceptionalities in partnership with Special Education teachers, including signed IEPs, evaluations, Prior Written Notices (PWNs), service logs, progress reports, academic and behavioral data, BIPs/FBAs, communication records, attendance records, progress monitoring data, and statewide assessment records
• Manages all student IEP timelines and oversees monthly IEP filing deadlines
• Creates IEP files for newly enrolled students and archives files of former students
• Maintains and manages paperwork and files for students with 504 accommodation plans
• Responds to all student support record requests (IEP and 504)

IEP Meeting Management

• Schedules all IEP meetings, ensuring all required participants are invited and that a Prior Written Notice is sent, completed, and signed prior to each meeting
• Serves as the Official Designee of Record (ODR) at all IEP meetings
• Writes all IEPs in collaboration with Special Education teachers and service providers, except review gifted and talented IEPs
• Writes initial gifted and talented IEPs in collaboration with gifted and talented providers
• Writes all IEPs at a glance and ensures all relevant staff receive physical and digital copies
• Consults with Special Education teachers to develop high-quality IEP goals connected to evaluation findings; determines hours of special education services based on individual student need

Special Education Report System (SER) & Compliance

• Finalizes and submits all IEPs to SER following administrator review
• Pulls and reviews SER reports quarterly, including Draft + SER Flag, IEP Management, Eval Management, IEP Detail, Eval Detail, Testing Accommodations, and Report of Services
• Coordinates with the Special Education Coordinator and RTI Coordinator on testing accommodations and test scheduling for students with accommodations
• Manages releasing and picking up jurisdiction for students in SER
• Maintains and updates special education data in PowerSchool and the special education dashboard for reporting and monitoring purposes, including searching SER when new students enroll
• Completes compliance audits on a regular basis

Progress Monitoring & Behavioral Systems

• Monitors and ensures timely completion of quarterly progress reports
• Monitors service log completion on a monthly basis
• Monitors behavior data — including suspensions, CICO, and Kickboard — for students with IEPs and Behavior Intervention Plans
• Collaborates with the behavior support team on incidents involving students with IEPs
• Creates and manages FBAs and BIPs for students with IEPs in collaboration with Special Education teachers

Staff Capacity & Cross-Functional Collaboration

• Meets regularly with Special Education teachers to review student needs and caseloads
• Trains all staff on accommodations, modifications, and special education best practices through professional development and ongoing consultation
• Collaborates and consults with related service providers regarding program design and individual student supports
• Meets monthly with the school nurse throughout the school year to action plan and ensure compliant health services
• Maintains positive, collaborative relationships with faculty and staff to facilitate productive conversations about students with exceptionalities

Education & Experience:

• Louisiana Special Education Teacher Certification required
• Knowledge of state and federal laws pertaining to special education (IDEA, Section 504, ADA)
• Demonstrated success working with students in an urban, open-admissions school
• Successful experience with LDOE and NOLA-PS special education audits
• Previous Special Education teaching or leadership experience preferred; M.Ed, MAT, or other advanced degree a plus
• Strong organizational and project management skills with close attention to detail and a high standard of accountability
• Strong interpersonal and communication skills; ability to build trust with faculty, staff, families, and external partners

Desired Qualities & Characteristics:

• Believes deeply in the mission and values of FirstLine Schools and in every student’s ability to achieve
• Achieves results based on agreed-upon expectations; takes personal responsibility and follows through on commitments
• Highly detail-oriented; manages complex, deadline-driven systems with precision
• Collaborates effectively with a range of stakeholders across school and network
• Shares a commitment to creating great schools in New Orleans
• Models the FirstLine values of Service, Learning, Collaboration, and Results

Physical Requirements:

While performing the duties of this job, the employee may be required to sit, walk, stand, talk, and hear. Light lifting of materials may be required (up to 20 lbs.). Reasonable accommodations may be granted depending on the essential functions of the job.

About FirstLine Schools-

In 1998, FirstLine Schools started the first charter school in New Orleans. FirstLine now operates several (Pre)K–8th grade schools. Our mission is to create and inspire great, open-admissions public schools in New Orleans. Our staff is a diverse and talented group dedicated to our students’ success and to their own growth.

Salary is competitive and commensurate with experience. FirstLine Schools offers a comprehensive benefits package with a generous 403b plan.

FirstLine Schools provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws.

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