What are the responsibilities and job description for the Special Education Program Assistant position at Williamsburg Learning?
About Williamsburg Learning
At Williamsburg Learning (), we aim to prepare promising students for meaningful lives as principled leaders. We partner with schools like Williamsburg Academy, Leadership Academy of Utah, and Williamsburg Academy of Colorado to deliver transformational learning experiences that spark curiosity, growth, and purpose.
We live by our values—Growth, Right Action, and a Culture of Belonging. We believe work should be meaningful and fun. Our team is authentic, connected, and committed to doing the right thing for each other and the students we serve. o support our people, WL offers 100% paid health premiums for full-time employees (75% for families), a 100% 401(k) match up to 4%, PTO, plus many more perks!
If our mission and culture resonate with you, we would love to have you on our team!
Position Summary
The Special Education Administrative Assistant provides administrative, organizational, and compliance support to the Special Education team to ensure the effective delivery of services to students with disabilities. This role is responsible for managing documentation, coordinating meetings, maintaining accurate student records, supporting compliance timelines, and assisting with communication between families, case managers, mentors, and related service providers. The position plays a critical role in ensuring special education documentation is accurate, accessible, and aligned with federal and state requirements.
Essential Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Minimum Qualifications
After meeting the eligibility requirements, benefits are available, including Health, 401(k) Retirement, Paid Holidays, and Paid Time Off.
Compensation & Hours
At Williamsburg Learning (), we aim to prepare promising students for meaningful lives as principled leaders. We partner with schools like Williamsburg Academy, Leadership Academy of Utah, and Williamsburg Academy of Colorado to deliver transformational learning experiences that spark curiosity, growth, and purpose.
We live by our values—Growth, Right Action, and a Culture of Belonging. We believe work should be meaningful and fun. Our team is authentic, connected, and committed to doing the right thing for each other and the students we serve. o support our people, WL offers 100% paid health premiums for full-time employees (75% for families), a 100% 401(k) match up to 4%, PTO, plus many more perks!
If our mission and culture resonate with you, we would love to have you on our team!
Position Summary
The Special Education Administrative Assistant provides administrative, organizational, and compliance support to the Special Education team to ensure the effective delivery of services to students with disabilities. This role is responsible for managing documentation, coordinating meetings, maintaining accurate student records, supporting compliance timelines, and assisting with communication between families, case managers, mentors, and related service providers. The position plays a critical role in ensuring special education documentation is accurate, accessible, and aligned with federal and state requirements.
Essential Duties
- IEP Documentation & Signature Coordination
- Prepare finalized Individualized Education Programs (IEPs) and related documents for signatures, distribute documents to families and team members, track completion, and ensure signed documentation is uploaded and properly stored in the student record system.
- Special Education Data Management
- Maintain and update student accommodations, services, and IEP information in special education data systems. Ensure updates from Annual IEPs, Amendments, Reevaluations, and other meetings are entered accurately and in a timely manner.
- Student Records & Enrollment Support
- Request and track special education records for incoming or transferring students, communicate with previous districts or agencies, and ensure IEPs, evaluations, and eligibility documentation are received and organized.
- Service Coordination for Incoming Students
- Monitor incoming students with IEPs and communicate with mentors, administrators, and related service providers to ensure services begin promptly. Track service initiation dates and support efforts to prevent delays in service delivery.
- IEP Meeting Coordination & Administrative Support
- Assist with scheduling IEP meetings, sending calendar invitations, distributing meeting documentation, and providing clerical support during virtual meetings when needed.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Minimum Qualifications
- High school diploma or equivalent required
- 2 years of administrative support experience
- Strong organizational, communication, and time management skills
- Ability to maintain confidentiality and handle sensitive student information in compliance with FERPA
- Experience working with digital documentation systems and databases
- Proficiency with Google Workspace or similar collaboration tools
- Associate’s or bachelor’s degree in education, administration, or related field
- Experience supporting special education programs or working with IEP documentation
- Familiarity with special education systems such as Enrich, Education Modified, or similar platforms
- Understanding of IDEA, FERPA, and special education compliance processes
- Full-time remote position
- Must be available during regular business hours and peak enrollment cycles
- Occasional off-hour virtual meetings may be required
After meeting the eligibility requirements, benefits are available, including Health, 401(k) Retirement, Paid Holidays, and Paid Time Off.
Compensation & Hours
- Hourly, 40 per week
- $19.25 per hour
Salary : $19