Instructional Assistant

Position Summary

The Instructional Assistant provides comprehensive administrative, data management, and operational support across both the Special Education/Instructional department and the Athletic Department. This role is a vital hub for school compliance, managing sensitive student data for IEPs and athletic eligibility, coordinating logistics with external agencies (like DARS and the VHSL), and overseeing departmental purchasing and event coordination.

Key Responsibilities

Logistics & Financial Operations

• Purchasing & Ordering: Manage the procurement process for both departments, including creating purchase orders, placing orders with vendors, and tracking deliveries.
• Inventory Control: Maintain accurate inventory records for departmental supplies, gear, and equipment.
• Trip Transportation: Assist in identifying and securing certified Non-CDL drivers for athletic trips and activities when needed.
• Event Coordination: Help plan, organize, and execute special school events, banquets, and athletic ceremonies, including creating and printing certificates and awards.

Special Education & Instructional Compliance

• IEP Timeline Monitoring: Continuously monitor IEP due dates and verify that required team meetings are scheduled within compliance windows.
• File Auditing: Use checklists to regularly audit student files, ensuring all required documents are present, and securely file incoming reports from private day schools.
• Student Onboarding: Set up secure student folders for new special education referrals and student transfers.
• Accommodations Tracking: Monitor the completion of regular classroom accommodation logs and generate comprehensive accommodation lists for testing periods.
• Agency Coordination (DARS): Coordinate transition visits with Department for Aging and Rehabilitative Services (DARS) representatives, gather referral paperwork, and assist reps during in-person school visits.

Athletic Department Administration & Eligibility

• Eligibility Tracking: Maintain and verify student athletic eligibility information in accordance with school and Virginia High School League (VHSL) regulations.
• Physicals Management: Organize, track, and file all athletic physical forms using both physical filing systems and online management databases.
• Coaching Compliance: Monitor and log coaches'' completion of mandatory VHSL educational and certification requirements.
• Seasonal Meetings: Prepare, organize, and distribute required paperwork and compliance materials for seasonal parent/athlete meetings.

Qualifications & Skills

Required

• Education: High school diploma or equivalent (Associate's degree or relevant college coursework preferred).
• Experience: 2+ years of administrative or operational experience, ideally within a school environment handling athletics, special education, or strict compliance data.
• Organizational Mastery: Ability to juggle contrasting timelines (e.g., game-day logistics vs. long-term IEP due dates) with exceptional attention to detail.
• Confidentiality: Strict adherence to data privacy laws, including FERPA (Family Educational Rights and Privacy Act) regarding student medical and educational records.
• Communication: Highly collaborative communication style for working with administrators, coaches, families, and state agency representatives.

Preferred Technical Skills

• Familiarity with VHSL rules, regulations, and athletic clearance platforms.
• Experience with Student Information Systems (SIS), special education software, and digital athletic management portals.
• Proficiency with school/district purchasing software and basic inventory tracking tools.

Department: Student Services & Athletics

Reports To: Student Services Administrator / Athletic Director

Position Type: 10 month position