Special Populations Administrative Assistant

Job Description

Beta Academy is a Title I Schoolwide campus. Part or all of this position may be funded through federal funds.

Mission

The Special Populations Administrative Assistant supports the delivery of high-quality services for scholars receiving Special Education, Section 504, and ESL support. This role provides operational, clerical, testing, compliance, and scholar support to ensure strong systems, consistent services, and efficient department operations across campuses.

The Administrative Assistant serves as a dependable and flexible partner to the Executive Director of Special Populations by supporting evolving scholar, staff, and campus needs with urgency, professionalism, and care.

Outcomes

1. Meet Compliance & Operations Goals

• 100% Special Pops scholars are serviced
• 100% of push-in notes and service logs are completed
• Accurate and audit-ready records maintained throughout the year

2. Meet Training & Survey Goals

• 100% of training completed by the due date
• 90% Satisfactory on Staff Survey

Role-Based Competencies

• Organization & Planning
• Attention to Detail
• Follow-through
• High Standards
• Openness to Feedback and Ideas
• Proactivity
• Efficiency
• Communication
• Team Work
• Problem-Solving
• Emotional Intelligence
• Flexibility/Adaptability

Beta Culture Competencies

• Joy
• Culture of Honor
• Courageous Conversations
• Integrity
• Innovative Thinking
• Creativity

Summary of Role

The Special Populations Administrative Assistant provides operational, clerical, instructional, compliance, and testing support for the Special Populations Department, including Special Education, Section 504, and Emergent Bilingual programs.

This role supports department organization, scholar services, assessment administration, classroom coverage, and compliance systems to help ensure scholars receive high-quality support and campuses remain organized and compliant.

Job Responsibilities:

1. Classroom Coverage & Scholar Support

• Provide classroom coverage so Special Populations staff can attend ARD meetings, evaluations, trainings, and compliance-related meetings
• Substitute for Special Education staff as assigned
• Support continuity of instruction and classroom procedures during staff absences ? Assist scholars with academic, behavioral, and functional needs in classroom and non-classroom settings
• Reinforce accommodations, instructional supports, and behavior systems under staff direction
• Support scholar supervision during transitions, arrival, dismissal, lunch, testing, and assigned activities
• Maintain a safe, structured, and supportive learning environment
• Provide flexible campus support based on operational and scholar needs

2. Department Operations & Compliance Support

• Maintain organized and confidential scholar records and department files
• Scan, upload, file, archive, and organize compliance-related documentation
• Create and maintain spreadsheets, trackers, reports, and data logs
• Assist with the preparation and organization of ARD materials and meeting documentation
• Collect and organize work samples, progress monitoring evidence, and required documentation
• Support preparation for audits, compliance reviews, and state monitoring visits
• Assist with tracking timelines, signatures, accommodations, and required documentation
• Maintain confidentiality and compliance with FERPA, district procedures, and state guidelines

3. Assessment & Testing Support

• Support small-group and accommodated testing for scholars receiving Special Populations services
• Assist with the administration of NWEA MAP, TELPAS, STAAR, and other assessments as assigned
• Implement testing accommodations in accordance with IEPs, 504 plans, and testing guidelines
• Maintain testing security and confidentiality procedures
• Prepare testing materials, environments, and required documentation ? Support scholar supervision and behavior during assessments
• Collaborate with campus testing coordinators and Special Populations staff to ensure testing compliance

4. Staff & Family Support

• Build positive and professional relationships with scholars, families, and staff
• Support teachers, specialists, and case managers with daily operational needs
• Assist with scholar de-escalation and support during high-need situations when appropriate
• Participate in department meetings, trainings, and professional development
• Travel between campuses as assigned
• Perform additional duties as assigned by the Executive Director of Special Populations

Professionalism & Communication

• Maintain regular attendance and arrive on time to work, meetings, trainings, family events, and assigned duties
• Complete all required trainings by deadlines
• Demonstrate professionalism, urgency, confidentiality, and sound judgment at all times
• Receive feedback with a growth mindset and apply feedback to improve performance
• Contribute to a positive and unified school culture by avoiding gossip, negativity, or divisive behavior
• Remain calm, respectful, and solution-oriented during challenging situations and conversations
• Use professional communication in person, over the phone, in writing, and on social media
• Follow the Beta Academy dress code and professional appearance expectations outlined in the Magic Makers Handbook
• Check staff email consistently throughout the workday and respond in a timely manner

Qualifications:

• High school diploma or GED required
• Associate degree or college coursework preferred
• Experience working in schools, special education, student support services, or administrative support preferred
• Experience supporting students with disabilities, English Learners, or students with behavioral needs preferred
• Bilingual (English/Spanish) preferred

Terms of Employment:

10-month at-will employee / On-Site / Hourly- $14-$18

Reports To:

Executive Director of Special Populations