Special Education Project Coordinator

Job Description

Job Description

Crescent Academy is currently hiring for a full time  Special Education Project Coordinator . Must have valid credentials.

Crescent Academy serves over 500 students at grade level PreK-11. We believe in the whole child approach which means that academy staff assists students and their families in bettering their outcomes by creating a college bound culture that expects and teaches strong character, academic achievement, and civic engagement. 

The Special Education Project Coordinator manages administrative, logistical, and communication workflows for K– View email address on us.fitly.work special education referrals, evaluations, and IEP processes. Serving as a key liaison between families, school staff, evaluators, and administration, the Coordinator ensures timely compliance, organized documentation, and clear communication across all open cases.

ESSENTIAL RESPONSIBILITIES

1. Special Education Intake and Referral Coordination; Oversee special education intake and transitions for new and current students.

• Serve as a primary point of contact for families beginning the special education referral/intake process.

• Collect, review, and organize incoming student records, evaluations, and IEP documentation.

• Follow up with sending schools, evaluators, and staff to obtain missing information.

• Ensure required notices, consent forms, and procedural safeguards are properly distributed and tracked.

• Maintain a centralized tracking system to monitor case timelines and next steps.

2. Initial Evaluation and Initial IEP Coordination; Manage scheduling and documentation for evaluations and initial IEPs.

• Schedule evaluation activities and coordinate multidisciplinary IEP team meetings.

• Track outstanding evaluation reports and assist team members with meeting preparation.

• Monitor cases from referral through eligibility, IEP development, and service implementation.

3. Annual IEP Coordination – K–12; Maintain a district-wide K–12 annual IEP tracking and scheduling system.

• Maintain the master IEP calendar and schedule meetings well in advance of deadlines.

• Collect teacher input, progress reports, and required documentation ahead of meetings.

• Escalate potential timeline or compliance concerns immediately to leadership.

4. Parent and Family Communication; Ensure transparent, respectful communication with families throughout the process.

• Explain special education procedures clearly and answer parent questions promptly.

• Confirm meeting logistics and provide materials to families prior to meetings.

5. Workflow Optimization & Staff Support

• Provide guidance, checklists, templates, and timeline reminders to district staff.

• Identify recurring workflow bottlenecks and recommend process improvements.

MINIMUM QUALIFICATIONS

• Bachelor's degree in Special Education, Education Administration, Social Work, or a related field.

• Minimum 2 years of experience in a K–12 educational environment with special education processes.

• Strong working knowledge of IDEA, IEP compliance, and evaluation timelines (Michigan MDE rules preferred).

• Demonstrated proficiency with electronic IEP management systems, spreadsheets, and scheduling tools.

• Exceptional organizational, communication, and project-tracking skills.

1. Maintain 100% compliance on K–12 IEP and evaluation timelines.

2. Proactively track and resolve documentation gaps before meetings occur.

3. Provide timely, professional communication and support to families and school staff.

4. Ensure district leadership has real-time visibility into the status of all active cases.

Company Benefits:

• Health Insurance: Medical, Vision, & Dental Plans

• Life, ADD, STD, LTD 100% paid by the employer

• Voluntary Plans Available

To learn more about Crescent Academy, please visit our website at

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