Pennwood Cyber Charter School - Special Populations Compliance Specialist

About Pennwood Cyber Charter School

Pennwood Cyber Charter School is a tuition-free, K-12 public cyber charter school serving students across Pennsylvania. Pennwood offers flexible virtual learning supported by a proven curriculum, individualized student support, and innovative educational opportunities that promote academic achievement, engagement, and long-term student success.

Pennwood operates on a 195-day instructional calendar that includes a three-week Connections Term (CTerm). CTerm expands opportunities for intervention, enrichment, relationship-building, career exploration, and personalized learning.

Pennwood is committed to a collaborative, relationship-centered virtual school culture in which students, families, and staff feel connected, supported, and empowered to succeed.

Pennwood staff members are eligible for a competitive benefits package that includes health coverage and retirement contributions through a 403(b) plan with a 5% employer match in place of PSERS.

Position Summary

The Special Populations Compliance Specialist manages the operational, administrative, and compliance systems that support special education services across Pennwood Cyber Charter School. The role coordinates and monitors evaluations, Individualized Education Programs, compliance timelines, documentation systems, and state reporting requirements to support legal compliance and operational effectiveness.

Serving as a central operational resource across the special education lifecycle, the Specialist supports processes from Child Find through evaluation, Individualized Education Program implementation, and ongoing compliance monitoring. The role may support designated grade bands while operating within standardized schoolwide systems and expectations.

Success in this role requires independent judgment, close attention to detail, proactive problem-solving, and the ability to manage multiple complex workflows in a high-volume, compliance-driven environment.

Key Responsibilities

Compliance Management and Timeline Oversight

• Monitor special education compliance timelines for evaluations, reevaluations, and Individualized Education Program implementation.

• Track and escalate compliance risks, so required actions occur within mandated timelines.

• Monitor compliance with dashboards, reporting systems, documentation workflows, and internal tracking processes.

• Support audit readiness through ongoing documentation review, monitoring, and schoolwide compliance reporting.

IEP Documentation and Records Management

• Maintain accurate, complete, and audit-ready documentation for evaluations, Individualized Education Programs, Notices of Recommended Educational Placement, invitations, and supporting records.

• Upload, organize, and maintain required documentation in internal systems and document repositories.

• Create and maintain required cover sheets, forms, and supporting documentation.

• Verify documentation for accuracy, completeness, regulatory alignment, and data integrity across systems and platforms.

IEP Coordination and Meeting Management

• Coordinate scheduling and logistics for Individualized Education Program and evaluation meetings.

• Manage communications related to scheduling, attendance, reminders, and meeting participation.

• Coordinate interpreter and translator requests when needed.

• Support virtual meeting logistics, monitor meeting completion, and help resolve scheduling barriers.

Evaluation and Child Find Operations

• Support intake processes for referrals and evaluation requests.

• Manage operational workflows related to Child Find activities.

• Coordinate documentation for evaluation reports, reevaluations, and record reviews.

• Support the creation, distribution, and tracking of required notices and documentation.

• Monitor evaluation of workflows and promote operational alignment across teams.

Systems Management and Service Coordination

• Use special education systems to manage documentation of workflows, provider assignments, and service tracking.

• Maintain accurate records across Individualized Education Program management platforms, internal trackers, and related systems.

• Support system administration, data integrity, and process improvement efforts.

• Coordinate provider assignments and support service-delivery tracking.

• Support Extended School Year operational processes.

Reporting and Continuous Improvement

• Support state reporting, compliance monitoring, data reviews, documentation audits, and related reporting activities.

• Support onboarding, training, and process-documentation efforts.

• Assist with the development and refinement of operational workflows and systems.

• Collaborate with school leaders, service providers, internal departments, and external partners to improve operational effectiveness.

Success Measures

• Consistent compliance with special education timelines and documentation requirements.

• Accurate, complete, and audit-ready student records.

• Effective management of operational workflows and compliance systems.

• Strong visibility into compliance risks and proactive issue resolution.

• High accuracy across documentation and data systems.

• Effective coordination across teams and stakeholders.

Professional Capabilities

• Compliance and Detail Orientation: Maintains accurate records, monitors deadlines, and supports audit readiness.

• Organization and Project Management: Manages multiple workflows, competing priorities, and complex deadlines independently.

• Communication and Collaboration: Communicates clearly and works effectively with school leaders, service providers, departments, and external partners.

• Problem-Solving and Ownership: Identifies risks, escalates concerns appropriately, and follows issues through resolution.

• Digital Fluency: Uses documentation platforms, dashboards, trackers, and productivity tools effectively.

Required Qualifications

• High school diploma or equivalent.

• Two to four years of experience in education, compliance, school operations, or administrative systems management.

• Strong organizational and project management skills.

• Ability to independently manage multiple deadlines and competing priorities.

• Strong written communication and digital literacy skills.

• Proficiency with digital systems and productivity platforms.

• Ability to manage sensitive student information and compliance documentation appropriately.

Preferred Qualifications

• Associate or bachelor's degree.

• Experience supporting special education programs or compliance functions.

• Experience with Individualized Education Program management systems or comparable documentation platforms.

• Knowledge of Pennsylvania special education regulations and timelines.

• Experience with data dashboards, reporting tools, or compliance tracking systems.

Technology Requirement

A two-step authentication setup is required to access school systems upon hire.