Building Administrative Assistant - Special Education

Northview Public Schools Special Education; Grand Rapids (MI); On-site; USD 40,000 - 52,000; Full time

Job summary

Northview Public Schools Building Administrative Assistant in the Office of Special Education in Grand Rapids, MI, provides essential clerical support to the director and department, ensuring daily operations run smoothly. The role covers front-desk duties, data entry in MIPSE, scheduling, document preparation, and coordination with parents and transportation needs for students with disabilities.

Candidates should have a high school diploma plus administrative experience and strong

Qualifications

• High school diploma or equivalent; associate's degree or relevant certification is a plus.
• Experience as administrative assistant or in a similar role.
• Proficient with MIPSE, our special education software.
• Proficient with Microsoft Office, Google, and related software.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Attention to detail and confidentiality.
• Ability to handle multiple tasks and prioritize.
• Familiarity with basic office equipment.

Responsibilities

• Greet and assist visitors, answer calls, and respond to emails.
• Maintain a tidy and organized office environment.
• Manage office supplies and inventory.
• Organize and maintain files and data entry; prepare reports.
• Participate in regular MIPSE user groups and support IEPs/evaluations.
• Coordinate appointments and calendar management for executives.
• Draft and edit documents; communicate updates in MIPSE to the Director.
• Coordinate with parents regarding documentation and records.
• Coordinate special transportation needs for students with disabilities.

Skills

Administrative support

Organization

Time management

Communication

Confidentiality

Education

High school diploma

Associate's degree or relevant certification

Tools

MIPSE

Microsoft Office

Google Suite

Job description

Northview Public Schools Northview Public Schools Special Education - Grand Rapids, Michigan Open in Google Maps

Building Administrative Assistant - Special Education

Northview Public Schools Northview Public Schools Special Education - Grand Rapids, Michigan Open in Google Maps

Job Details

Application Deadline: Sep 11, 2026 11:59 PM (Central Standard Time)

Starting Date: Immediately

Job Description

Job Description : Northview Public Schools Building Administrative Assistant - Office of Special Education

Position Summary :

As a Building Administrative Assistant at the Office of Special Education, your primary role is to support the smooth and efficient functioning of the special education department by supporting the Director of Special Services and performing a wide range of administrative and clerical tasks. You will play a crucial role in ensuring that daily operations run seamlessly and that the administrative needs of the department are met.

Qualifications :

• High school diploma or equivalent; associate's degree or relevant certification is a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in utilizing/navigating MIPSE, our special education software application, highly preferred.
• Proficiency in using office software such as Microsoft Office (Word, Excel, Outlook), Google, and other relevant software applications.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Attention to detail and the ability to maintain confidentiality.
• Ability to handle multiple tasks and prioritize effectively.
• Familiarity with basic office equipment (e.g., photocopiers, scanners, printers).

Key Responsibilities :

• Office Support:
• Greet and assist visitors, answer phone calls, and respond to emails.
• Maintain a tidy and organized office environment.
• Manage office supplies, order new supplies as needed for the office and department members, and ensure proper inventory levels are maintained.

• Data Management:
• Organize and maintain physical and digital files, records, and documents.
• Input and update data into spreadsheets, databases, and other systems.
• Prepare and distribute reports, memos, and correspondence.
• Participate in regular MIPSE user groups as scheduled by Kent ISD.
• Support compliance tasks for IEPs, Evaluations, REED due dates etc.

• Scheduling and Calendar Management:
• Coordinate and schedule appointments, meetings, and events.
• Manage and update the calendar for executives or team members.
• Send out meeting invitations and reminders.

• Communication:
• Draft and edit documents, letters, and emails.
• Proofread and format documents for accuracy and professionalism.
• Handle incoming and outgoing mail and deliveries.
• Communicate identified updates within MIPSE to Director of Special Services and Special Education Department accordingly.
• Communicate and coordinate with parents regarding documentation and records.
• Coordinate and communicate special transportation needs for students with disabilities.

• Record Keeping:
• Maintain records of expenses, invoices, and receipts.
• Prepare expense reports and track budget expenditures.

• Administrative Support:
• Provide support for Director of Special Services.
• Perform other administrative tasks and projects as assigned.

Terms :

• Salaried position working 225-days per year following the Building Administrative Assistant (BAA) Agreement.
• Supervised and evaluated annually by the Director of Special Services, per the Building Administrative Assistant Agreement.
• This position is typically office-based and follows a regular schedule.
• Posted until September 11, 2026 or UNTIL FILLED

Position Type: Full-Time
Job Categories:

Support Staff > Administrative Assistant

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Tina Hendrick
• 4365 Hunsberger Drive Ne
• Grand Rapids, Michigan 49525-6128
• Phone: [phone]
• Email: [e-mail]