Operations Manager - Student Services / Special Education Compliance

Operations Manager - Student Services / Special Education Compliance

The Operations Manager – Student Services & Special Education provides operational leadership and administrative support to the Office of Student Support Services by ensuring compliance with all federal and state special education laws while developing efficient systems that support high-quality services for students with disabilities.

The Operations Manager leads the development, implementation, and continuous improvement of operational systems that ensure compliance, accountability, and consistency across all district schools. This position serves as a liaison between school administrators, special education staff, families, and outside agencies while supporting the Chief of Student Support Services in department operations, professional learning, strategic planning, and regulatory compliance.

The Operations Manager regularly visits schools to monitor implementation of special education programs, provide coaching and technical assistance, identify operational challenges, and support continuous improvement initiatives districtwide.

Key Responsibilities & Essential Duties:

• Assist in the daily leadership and management of the Office of Student Support Services.
• Coordinate departmental operations, calendars, meetings, and district initiatives.
• Develop and implement operational procedures that improve efficiency and consistency.
• Prepare Board agenda items, reports, presentations, and departmental correspondence.
• Assist in budget development, purchasing, contract management, and fiscal monitoring.
• Coordinate contracted providers, outside agencies, and related service vendors.
• Maintain confidential student and departmental records.
• Assist with staffing assignments, workload management, and operational planning.
• Support strategic planning initiatives and departmental performance goals.

Special Education Compliance

• Oversee district compliance with IDEA, Section 504, Chapter 14, Chapter 15, FERPA, and Pennsylvania Department of Education regulations.
• Monitor compliance systems for:
• Individualized Education Programs (IEPs)
• Evaluation Reports (ERs)
• Reevaluation Reports (RRs)
• Functional Behavior Assessments (FBAs)
• Positive Behavior Support Plans (PBSPs)
• NOREPs
• Annual Reviews
• Initial Evaluations
• Reevaluations
• Procedural Safeguards
• Parent Notifications
• Monitor compliance timelines through district tracking systems.
• Coordinate internal compliance reviews and prepare for PDE cyclical monitoring.
• Assist in responding to state complaints, due process hearings, mediation requests, and corrective action plans.
• Ensure all required documentation meets federal and state requirements.

Systems Management & Data Integrity

• Oversee operational systems related to special education compliance and service delivery.
• Maintain district compliance dashboards and monitoring tools.
• Monitor:
• Compliance timelines
• Caseload distribution
• Evaluation completion
• Related service delivery
• Placement trends
• Student outcomes
• Ensure accurate submission of PIMS and other required state reports.
• Maintain audit-ready documentation systems.
• Develop and implement Standard Operating Procedures (SOPs) for Student Support Services.
• Utilize data to improve operational effectiveness and compliance.

Building Support & Program Monitoring

• Conduct routine visits to district schools to monitor implementation of special education programs.
• Observe classrooms and service delivery models.
• Support principals and building teams with operational and compliance questions.
• Provide coaching to case managers, school psychologists, special education liaisons, and special education staff.
• Monitor implementation of accommodations, modifications, and related services.
• Assist schools with program implementation and continuous improvement planning.
• Support transitions between buildings, specialized programs, and outside placements.
• Coordinate Extended School Year (ESY) programming and other specialized initiatives.

Professional Development & Training

• Coordinate districtwide professional learning for special education staff.
• Develop and deliver training related to:
• IDEA Compliance
• IEP Development
• Procedural Safeguards
• Evaluation Procedures
• Documentation Standards
• Special Education Best Practices
• State Reporting Requirements
• Provide onboarding for newly hired special education staff.
• Develop training manuals, guidance documents, and operational resources.
• Evaluate the effectiveness of professional learning initiatives.

Student Services Coordination

• Coordinate operational aspects of special education transportation requests.
• Assist with placement decisions and coordination of approved private schools and outside providers.
• Collaborate with Intermediate Units and community agencies.
• Support multidisciplinary teams in resolving procedural concerns.
• Coordinate student enrollment, transfers, and transitions.
• Manage submissions and schedule related meetings for pre-expulsion and expulsion requests from buildings.
• Assist with crisis response planning involving students receiving specialized services.
• Perform additional duties assigned by the Chief of Student Support Services.

Knowledge, Skills & Abilities:

• Thorough knowledge of IDEA, Section 504, Chapter 14, FERPA, and Pennsylvania special education regulations.
• Knowledge of PDE compliance monitoring, cyclical reviews, and audit processes.
• Strong understanding of operational systems management.
• Ability to analyze data and identify compliance risks.
• Knowledge of PIMS reporting and special education management systems.
• Strong organizational, analytical, and project management skills.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities simultaneously.
• Ability to build collaborative relationships across departments.
• High degree of professionalism and confidentiality.
• Proficiency with Microsoft Office, Google Workspace, and student information systems.

Required Qualifications:

• Bachelor's Degree from an accredited institution
• Minimum of 3–5 years of experience in special education, compliance, or educational leadership
• Demonstrated experience managing compliance systems, audits, or regulatory processes
• Knowledge of Pennsylvania public school regulations and PDE requirements

Preferred Qualifications:

• Master's Degree in Special Education, Educational Leadership, or related field
• Experience in a high-needs or urban/suburban school district
• Pennsylvania certification in Special Education or Educational Leadership
• Experience with PDE monitoring, compliance reviews, or due process procedures

Conditions of Employment: Current clearances as required by PA Department of Education:

• Copy of Act 33 (PA Child Abuse History)
• Copy of Act 34 (PA Criminal Background Check)
• Copy of Act 114 (FBI Fingerprinting Background Check)
• Copies of Act 168 (Sexual Misconduct/Abuse Disclosure Release) forms from prior employers.

Working Conditions & Physical Requirements:

• Work scheduled hours on a consistent basis. No remote work available.
• Indoor office environment is subject to frequent interruptions.
• Pushing, moving and lifting objects with a strength factor of light work.
• Dexterity of hands and fingers to operate a variety of standard office equipment.
• Clarity of vision at varying distances.
• Verbal, auditory and written capabilities to effectively communicate in an articulate manner.
• Sitting and standing for extended periods