Special Education Administrative Assistant

Position Summary Green Mountain Union High School is seeking a highly organized, dependable, and student-centered Special Education Administrative Assistant to provide administrative and clerical support for the school's special education and Section 504 programs. The Special Education Administrative Assistant plays an important role in supporting the timely and accurate management of Individualized Education Programs (IEPs), Section 504 Plans, evaluations, meetings, student records, and required documentation for students in grades 7–12. The position works closely with GMUHS administrators, special educators, case managers, school counselors, teachers, related-service providers, students, families, and Two Rivers Supervisory Union staff to support effective and compliant special education and Section 504 processes. Essential Duties and Responsibilities IEP and Special Education Support Maintain and organize confidential special education student records and files. Schedule IEP meetings, eligibility meetings, annual reviews, reevaluations, and other required special education meetings. Coordinate meeting dates and times with families, teachers, case managers, administrators, and related-service providers. Prepare and distribute meeting notices and other required documentation under the direction of special education staff. Maintain a master IEP compliance calendar identifying upcoming annual reviews, evaluations, reevaluations, and other required deadlines. Regularly communicate upcoming deadlines to case managers and appropriate administrators. Assist case managers with organizing required documentation and verifying that completed documents are appropriately filed. Support the collection, transfer, and organization of special education records for students entering or leaving GMUHS. Provide administrative support for special education data collection, reporting, monitoring, audits, and record reviews. Enter and maintain information in approved district special education information systems. Section 504 Support Maintain confidential Section 504 records for GMUHS students. Schedule initial eligibility meetings, annual reviews, reevaluations, and other 504 meetings. Prepare and distribute meeting notices and documentation as directed. Maintain an accurate and current list of students with Section 504 Plans. Maintain a 504 compliance calendar for annual reviews and reevaluations. Assist with distributing finalized 504 Plans to appropriate staff while protecting student confidentiality. Help ensure that appropriate teachers and staff have access to current student accommodations. Maintain organized documentation of referrals, evaluations, eligibility determinations, plans, and reviews. Administrative Responsibilities Maintain accurate and confidential electronic and paper student records. Maintain calendars for IEP, 504, evaluation, and other student-support meetings. Prepare correspondence, forms, reports, meeting materials, and other documents. Communicate professionally and respectfully with parents and caregivers regarding scheduling and routine procedural matters. Coordinate meeting locations, virtual meeting links, and required participants. Maintain spreadsheets and tracking systems for IEPs, 504 Plans, evaluations, services, deadlines, and compliance requirements. Assist GMUHS and TRSU administrators with gathering information for required state and district reporting. Provide copying, scanning, filing, mailing, and document-management support. Assist with communication between GMUHS staff, TRSU personnel, families, and authorized outside service providers. Provide general administrative support to the GMUHS special education department. Perform other related duties as assigned by the Principal or Special Education Administrator. Confidentiality The Special Education Administrative Assistant will have access to highly confidential student and family information and must maintain strict confidentiality at all times. The employee is expected to comply with FERPA, Section 504, IDEA, Vermont requirements, TRSU/GMUSD policies, and all other applicable state and federal requirements governing student records and confidentiality. Professional Boundaries This position provides administrative and procedural support to the special education and Section 504 programs. The Administrative Assistant does not independently determine: Special education or Section 504 eligibility; Disability identification; IEP goals, services, or placement; Section 504 accommodations; Evaluation or assessment conclusions; or Changes to an IEP or Section 504 Plan. These decisions remain the responsibility of appropriately constituted educational teams and qualified school personnel. Required Qualifications High school diploma or equivalent. Excellent organizational and time-management skills. Strong attention to detail and accuracy. Ability to manage multiple deadlines and priorities simultaneously. Strong written and verbal communication skills. Ability to maintain strict student and family confidentiality. Proficiency with Google Workspace and other office technology. Ability to develop and maintain spreadsheets, calendars, databases, and tracking systems. Ability to communicate professionally with students, families, faculty, administrators, and outside agencies. Preferred Qualifications Associate's degree or additional administrative training. Previous experience working in a school setting. Experience with special education, IEPs, Section 504 Plans, or student records. Experience with special education data-management software. Knowledge of FERPA, IDEA, Section 504, and educational confidentiality requirements. Familiarity with Vermont special education procedures and timelines. Knowledge, Skills, and Abilities The successful candidate will demonstrate exceptional organization and attention to detail; the ability to monitor multiple timelines and deadlines; strong interpersonal and communication skills; professional and compassionate communication with families; sound judgment when handling confidential information; and the ability to work collaboratively with GMUHS and TRSU personnel. The individual must be able to work independently, anticipate upcoming deadlines, follow through on assigned responsibilities, and maintain accurate records in a busy grades 7–12 school environment. Performance Expectations The Special Education Administrative Assistant is expected to maintain accurate records, protect student confidentiality, communicate professionally, monitor established timelines, and provide dependable administrative support to the GMUHS special education and Section 504 programs. The successful candidate will be organized, proactive, detail-oriented, collaborative, and student-centered, with a commitment to supporting GMUHS students, families, and staff.