Service Administrative Professional

Special Populations Administrative Assistant Job Description
Beta Academy is a Title I Schoolwide campus. Part or all of this position may be funded through federal funds.

Mission
The Special Populations Administrative Assistan t supports the delivery of high-quality services for scholars receiving Special Education, Section 504, and ESL support. This role provides operational, clerical, testing, compliance, and scholar support to ensure strong systems, consistent services, and efficient department operations across campuses.

The Administrative Assistant serves as a dependable and flexible partner to the Executive Director of Special Populations by supporting evolving scholar, staff, and campus needs with urgency, professionalism, and care.

Outcomes
1. Meet Compliance & Operations Goals

• 100% Special Pops scholars are serviced
• 100% of push-in notes and service logs are completed
• Accurate and audit-ready records maintained throughout the year

2. Meet Training & Survey Goals

• 100% of training completed by the due date
• 90% Satisfactory on Staff Survey

Role-Based Competencies
Organization & Planning
Attention to Detail
Follow-through
High Standards
Openness to Feedback and Ideas
Proactivity
Efficiency
Communication
Team Work
Problem-Solving
Emotional Intelligence
Flexibility/Adaptability
Beta Culture Competencies
Joy
Culture of Honor
Courageous Conversations
Integrity
Innovative Thinking
Creativity
Summary of Role
The Special Populations Administrative Assistant provides operational, clerical, instructional, compliance, and testing support for the Special Populations Department, including Special Education, Section 504, and Emergent Bilingual programs.

This role supports department organization, scholar services, assessment administration, classroom coverage, and compliance systems to help ensure scholars receive high-quality support and campuses remain organized and compliant.

Job Responsibilities:
1. Classroom Coverage & Scholar Support

Provide classroom coverage so Special Populations staff can attend ARD meetings, evaluations, trainings, and compliance-related meetings
Substitute for Special Education staff as assigned
Support continuity of instruction and classroom procedures during staff absences ? Assist scholars with academic, behavioral, and functional needs in classroom and non-classroom settings
Reinforce accommodations, instructional supports, and behavior systems under staff direction
Support scholar supervision during transitions, arrival, dismissal, lunch, testing, and assigned activities
Maintain a safe, structured, and supportive learning environment
Provide flexible campus support based on operational and scholar needs
2. Department Operations & Compliance Support
Maintain organized and confidential scholar records and department files
Scan, upload, file, archive, and organize compliance-related documentation
Create and maintain spreadsheets, trackers, reports, and data logs
Assist with the preparation and organization of ARD materials and meeting documentation
Collect and organize work samples, progress monitoring evidence, and required documentation
Support preparation for audits, compliance reviews, and state monitoring visits
Assist with tracking timelines, signatures, accommodations, and required documentation
Maintain confidentiality and compliance with FERPA, district procedures, and state guidelines
3. Assessment & Testing Support
Support small-group and accommodated testing for scholars receiving Special Populations services
Assist with the administration of NWEA MAP, TELPAS, STAAR, and other assessments as assigned
Implement testing accommodations in accordance with IEPs, 504 plans, and testing guidelines
Maintain testing security and confidentiality procedures
Prepare testing materials, environments, and required documentation ? Support scholar supervision and behavior during assessments
Collaborate with campus testing coordinators and Special Populations staff to ensure testing compliance
4. Staff & Family Support
Build positive and professional relationships with scholars, families, and staff
Support teachers, specialists, and case managers with daily operational needs
Assist with scholar de-escalation and support during high-need situations when appropriate
Participate in department meetings, trainings, and professional development
Travel between campuses as assigned
Perform additional duties as assigned by the Executive Director of Special Populations

Professionalism & Communication
Maintain regular attendance and arrive on time to work, meetings, trainings, family events, and assigned duties
Complete all required trainings by deadlines
Demonstrate professionalism, urgency, confidentiality, and sound judgment at all times
Receive feedback with a growth mindset and apply feedback to improve performance
Contribute to a positive and unified school culture by avoiding gossip, negativity, or divisive behavior
Remain calm, respectful, and solution-oriented during challenging situations and conversations
Use professional communication in person, over the phone, in writing, and on social media
Follow the Beta Academy dress code and professional appearance expectations outlined in the Magic Makers Handbook
Check staff email consistently throughout the workday and respond in a timely manner

Qualifications:
High school diploma or GED required
Associate degree or college coursework preferred
Experience working in schools, special education, student support services, or administrative support preferred
Experience supporting students with disabilities, English Learners, or students with behavioral needs preferred
Bilingual (English/Spanish) preferred
Terms of Employment:
10-month at-will employee / On-Site / Hourly- $14-$18
Reports To:
Executive Director of Special Populations