| Support Service Administrative Assistant

About Boston Prep


Boston Prep is a college-preparatory charter public district, made up of a single-site middle and high school. In 2025-2026, our community will include 700 students in grades 6-12, nearly 500 alumni, over 150 faculty members, and hundreds of families. The majority of our students and families reside in Dorchester, Roxbury, Mattapan, and Hyde Park. As a charter public school, we welcome all students via an impartial public lottery, and hold the same high expectations and ambitions for all of our students, including those with special needs and English language learners.

Mission

At Boston Prep, our mission is to prepare students to succeed in a four-year college and embody, in thought and action, lifelong ethical growth. We foster an environment structured around accelerating academic growth, as demonstrated by our extended school day and school year. We believe that to do this work effectively, relationships are the heart of our community and an understanding of anti-racism is critical in serving our community effectively.


To achieve our ambitious goals, our approach includes six essential beliefs that we believe leads to our success:

1. We have an exceptional adult team; we are One Team.
2. We hold high expectations for all students.
3. We foster ethical growth, inside and outside of the classroom.
4. We have an invested, passionate student culture, balanced by structure and joy.
5. We offer a range of support, academic, social, and emotional, to all students.
6. We ensure college persistence through a number of student and alumni support.

Values

Our mission guides Boston Prep and our values guide how we work together as a One Team. Our values hold us accountable to ourselves, to one another, to our students, and to our families. They remind us of how we strive to do the work of our achieving mission together, united as a One Team. Our One Team's values:

1. We are mission driven.
2. Everyone is here for the same reasons.
3. Organizational changes are required to achieve the mission.
4. We believe all of us, in every step of our journey, have room to improve.
5. Staff actions drive student results.

Ideal Candidate

The Support Services Administrative Assistant is a highly organized, detail-oriented professional who provides essential operational and administrative support to the Support Services department.

The ideal candidate thrives in a fast-paced school environment and demonstrates strong organizational skills, professionalism, and a commitment to supporting systems that ensure students receive appropriate services.

This individual supports the coordination of special education compliance processes, communication with families, and logistical operations that allow the Support Services team to effectively serve students. This role can be flexible in work location.

The Support Services Administrative Assistant plays a key role in ensuring the smooth functioning of Boston Prep's special education and support services systems. This role provides administrative, logistical, and organizational support to the Senior Director of Special Education, the Special Education Compliance Manager, and the broader Support Services team.

Responsibilities include supporting special education meeting logistics, maintaining accurate documentation and records, coordinating communication with families, and assisting with compliance-related processes.

Special Education Administrative and Compliance Support

• Support the coordination and scheduling of special education meetings, including:
  • Initial evaluation meetings
  • Annual IEP meetings
  • Triennial reevaluations
  • Manifestation determination meetings
  • Other special education team meetings
• Ensure meeting invitations, documentation, and required notices are sent to families in accordance with compliance timelines.
• Maintain and organize special education records and documentation in the school's data systems.
• Assist with tracking compliance timelines related to evaluations, IEPs, and progress reports.
• Prepare and distribute evaluation summaries and meeting documentation for families prior to meetings when required.
• Support the preparation and organization of IEP documents, evaluation reports, and meeting materials.

Data Management and Documentation

• Maintain accurate student records related to special education services and documentation.
• Support the entry and management of data in the school's special education systems.
• Assist in preparing compliance tracking spreadsheets and documentation systems.
• Support compliance audits by organizing documentation and records as requested.
• Ensure documents are securely stored and maintained in accordance with privacy and FERPA guidelines.

Family Communication and Support

• Serve as a welcoming and responsive point of contact for families with questions regarding scheduling or documentation related to special education services.
• Coordinate communication with families regarding meeting scheduling and required documentation.
• Assist with translating or coordinating translation services when necessary.
• Ensure families receive necessary documents and information related to meetings and services.

Department Operations and Logistics

• Provide administrative support to the Support Services team, including scheduling meetings, maintaining calendars, and organizing materials.
• Assist in preparing reports, presentations, and documentation related to Support Services initiatives.
• Maintain organized filing systems for both digital and physical documentation.
• Coordinate logistics for Support Services meetings, trainings, and professional development sessions.
• Support departmental systems that ensure efficient communication and collaboration among staff.

Collaboration and School Culture

• Work collaboratively with school leaders, teachers, service providers, and administrative staff.
• Contribute positively to Boston Prep's mission-driven and collaborative culture.
• Participate in school events, family conferences, and team meetings when appropriate.
• Support school-wide initiatives that strengthen student services and support systems.

Additional Expectations and Responsibilities:

• Demonstrate flexibility and support school-wide initiatives aligned with Boston Prep's mission.
• Assist with additional administrative responsibilities as needed to support the success of the Support Services team.
• Undertake additional responsibilities that support the effective operation of the school.

Maintenance of Organizational Culture:

• Engage in continuous learning and seek feedback to improve administrative systems and practices.
• Maintain professionalism, confidentiality, and attention to detail in all aspects of the role.
• Support Boston Prep's mission and values through collaborative and effective teamwork.

Education, Qualifications, and Certifications/Licensure:

Education

• Associate's or Bachelor's degree preferred

Qualifications

• Strong organizational and administrative skills
• Experience managing multiple tasks and deadlines
• Excellent communication and interpersonal skills
• Strong attention to detail and accuracy in documentation
• Ability to maintain confidentiality with sensitive student information
• Proficiency with Google Workspace, spreadsheets, and digital filing systems

Preferred

• Experience working in a school environment
• Experience supporting special education or compliance processes
• Experience with student information systems or special education data platforms

Compensation:

• The pay range for this role is: $48,192 - $53,210 .

For more information, please visit our website at


One Mission. One Team. One School. We are Boston Prep.

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At Boston Preparatory School we acknowledge barriers to opportunities that exist within the job seeking market. Many potential candidates shy away from applying due to lack of confidence in their skills and imposter syndrome. As we do our part to dismantle these barriers within our own recruitment processes, we encourage candidates from all walks of life, especially those from marginalized backgrounds, to apply and make positive change within the lives of our students.