Individualized Education Program (IEP) Coordinator

Reports to: Director of Education

Position Summary

The IEP Coordinator serves as a key liaison between families, schools, and therapists, ensuring students receive the mandated services outlined in their Individualized Education Programs (IEPs) in compliance with special education regulations. This role coordinates staffing and placement to meet each student's mandated services, while tracking deadlines, documentation, and compliance requirements across all active IEPs. The ideal candidate is highly organized, detail-oriented, and skilled at managing competing priorities while advocating for students' educational needs. You'll regularly speak with providers who are frustrated or juggling competing priorities. This role needs someone who can stay warm, persistent, and solution-oriented under pressure.

Essential Duties and Responsibilities

• Coordinate IEP-related placement and staffing assignments to ensure students' mandated services are fulfilled
• Track and monitor IEP timelines, mandated service hours, and compliance deadlines, following up on outstanding assignments or vacancies
• Manage and track staffing needs by school/location and preferred geographic area
• Maintain accurate, up-to-date staffing, placement, and IEP records
• Serve as a liaison between families, schools, therapists, and internal departments, communicating effectively on placement and service updates
• Provide excellent customer service and respond to inquiries from families, schools, and staff in a timely, professional manner
• Utilize Excel to maintain spreadsheets, track assignments, organize data, and generate reports
• Ensure all documentation is accurate, complete, organized, and compliant with special education recordkeeping requirements

Qualifications and Requirements

• Strong organizational and time-management skills
• Exceptional attention to detail
• Proficiency in Microsoft Excel and Microsoft Office
• Excellent written and verbal communication skills
• Excellent customer service skills
• Ability to manage multiple priorities and meet deadlines
• Strong problem-solving and follow-up skills
• Ability to work independently and as part of a team
• Ability to maintain confidentiality when handling student and staff information
• Ability to effectively coordinate staffing based on location and preferred area
• Experience working with IEPs, special education, placement, staffing, or a related educational setting preferred

If you consider yourself a matchmaker, love the idea of piecing together providers, families, and NYC neighborhoods like a puzzle, thrive on logistics and behind-the-scenes problem-solving, and consider yourself a New York City maps connoisseur, then we strongly encourage you to apply.

Work Model

In-person, Monday-Friday, 8:00 AM - 4:00 PM. Eligible for one remote day per week after completing one month of employment.

Salary: $60,000 - $70,000

Benefits and Compensation

• Competitive compensation

• Twice monthly direct deposit

• Medical, dental, and vision benefits for full-time staff

• Professional development opportunities

• Collaborative team environment

• Opportunity to ensure children receive consistent services

Optimal Care Services is an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees. We welcome applicants regardless of economic, linguistic, and cultural differences or physical, learning, and emotional challenges.