Administrative Coordinator

Purpose of the Job

The Dyslexia Resource Center (DRC) Administrative Coordinator is responsible for coordinating the administrative and operational functions of the Dyslexia Resource Center. This position serves as the primary point of contact for families, school personnel, evaluators, and referral partners throughout the dyslexia evaluation process.

The Administrative Coordinator oversees evaluation scheduling, coordinates communication among stakeholders, supports Louisiana Department of Education (LDOE) reimbursement processes, and ensures all administrative operations are completed efficiently and in compliance with applicable policies and procedures. This role requires exceptional organizational skills, attention to detail, strong customer service, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Evaluation Coordination

• Coordinate the scheduling of dyslexia evaluations with families, schools, evaluators, and other stakeholders.
• Manage the master evaluation calendar and maximize evaluator schedules.
• Monitor each student's evaluation status from referral through report completion.
• Confirm appointments and provide families with evaluation instructions and reminders.
• Coordinate rescheduling and cancellations while minimizing disruptions.
• Maintain communication with evaluators regarding scheduling and availability.

Referral & Intake Management

• Receive and process referrals for dyslexia evaluations.
• Review referral documentation for completeness and accuracy.
• Request additional documentation when necessary.
• Maintain referral logs and tracking systems.
• Assist families and school personnel with questions regarding the referral process.

Administrative Operations

• Maintain confidential student files in accordance with FERPA and organizational policies.
• Prepare evaluation packets, correspondence, and required documentation.
• Distribute completed evaluation reports to authorized recipients.
• Enter and maintain accurate data within electronic databases and tracking systems.
• Maintain organized records for evaluations, referrals, reimbursements, and required documentation.
• Order and maintain office supplies, testing materials, and administrative resources.

LDOE Reimbursement & Compliance

• Assist with the preparation, submission, and tracking of reimbursement requests in accordance with Louisiana Department of Education (LDOE) requirements.
• Collect, organize, and maintain all supporting documentation required for reimbursement.
• Monitor reimbursement deadlines and ensure timely submission of required documentation.
• Maintain accurate records to support audits and compliance reviews.
• Assist with reporting requirements related to evaluation services and reimbursements.
• Stay informed of changes to applicable LDOE reimbursement requirements and administrative procedures.

Communication & Customer Service

• Serve as the primary administrative contact for families, school districts, and referral partners.
• Respond promptly and professionally to phone calls, emails, and inquiries.
• Provide families with information regarding evaluation procedures, timelines, and required documentation.
• Coordinate communication between evaluators, families, school personnel, and DRC leadership.
• Deliver exceptional customer service while maintaining professionalism and confidentiality.

Operational Support

• Assist the Director with daily administrative operations of the Dyslexia Resource Center.
• Prepare reports related to evaluation volume, scheduling, reimbursements, and operational metrics.
• Support implementation of new administrative processes and workflow improvements.
• Assist with meetings, trainings, outreach events, and special projects.
• Perform other duties as assigned to support the mission and operations of the Dyslexia Resource Center.

Minimum Qualifications

• Associate's degree required; bachelor's degree preferred.
• Two or more years of administrative, office management, healthcare, education, or nonprofit experience.
• Experience coordinating schedules and managing multiple priorities.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to maintain strict confidentiality.
• Ability to work independently while collaborating effectively with a team.

Preferred Qualifications

• Experience in education, healthcare, or special education.
• Experience coordinating student evaluations or related services.
• Knowledge of dyslexia, special education, or student support services.
• Experience maintaining confidential student or medical records.