Family Special Education Process Coordinator

The Shefa School; New York (NY); On-site; USD 80,000 - 110,000; Full time

Job summary

The Shefa School, located in Manhattan, seeks a highly organized Family Special Education Process Coordinator to guide families through IEP/IESP, reimbursement, and payment plans. You will coordinate with Admissions, Business Office, and outside law firms to keep timelines and documents on track.

You will manage multiple cases across NY/NJ, ensure compliance with procedures, and support families with complex eligibility requirements while collaborating with academic and operations teams.

Qualifications

• Exceptional organization, follow-through, judgment and attention to detail.
• Warm, clear, persistent and patient communication with families and external partners.
• Ability to manage many active cases, deadlines and stakeholders at once.
• Knowledge of special education, IEPs, neuropsychological evaluations, and family-facing school processes.

Responsibilities

• Guide new and current families through IEP/IESP, reimbursement, transportation, and related process requirements.
• Partner with Admissions to identify families who may need early support and help them begin the process on an appropriate timeline.
• Maintain clear case-tracking systems across New York and New Jersey families, including status, deadlines, document requests, settlement requirements, and next steps.
• Serve as the primary school liaison with outside law firms.
• Follow up with families and attorneys on outstanding items, including retainers, visits, evaluations, IEP-related steps, transportation, and documentation.
• Coordinate document requests with the Business Office, academic teams, Psych Team, Main Office, and Admissions.
• Explain and guide families through the extended payment plan process, in collaboration with the Business Office.
• Own and track nonstandard document requests and ensure required school materials are delivered in a timely manner.
• Help identify risks early, elevate issues to the appropriate school leaders, and reduce last-minute barriers to reimbursement.
• Update electronic tracking and participate in regular cross-departmental meetings to coordinate process and support families efficiently

Skills

Organization

Follow-through

Judgment

Attention to detail

Communication

Case management

Cross-functional collaboration

Legal/compliance awareness

Advising families

Digital literacy

Tools

Spreadsheets

AI

Job description

Family Special Education Process Coordinator

Posted :

October 15, 2026

Department(s) :

Staff

Job Status :

Full Time

About Shefa

The Shefa School is a Jewish community day school in Manhattan, serving students in grades K-8. Since opening in September 2014, Shefa has enrolled children who benefit from a specialized educational environment in order to develop their strengths while addressing their learning challenges. We specifically serve students with language-based learning disabilities who have not yet reached their potential levels of success in traditional classroom settings. Shefa is a pluralistic community school, serving families across the range of Jewish involvement and observance.

About the Position

The Shefa School is seeking a highly organized, relationship-centered coordinator to help families navigate the special education, reimbursement, and extended payment plan processes. This person will serve as a central point of coordination among families, school teams, and outside attorneys, helping ensure that families understand required steps, meet timelines, and are positioned to maximize reimbursement with a process that is as smooth and efficient as possible.

Key Responsibilities

• Guide new and current families through IEP/IESP, reimbursement, transportation, and related process requirements.
• Partner with Admissions to identify families who may need early support and help them begin the process on an appropriate timeline.
• Maintain clear case-tracking systems across New York and New Jersey families, including status, deadlines, document requests, settlement requirements, and next steps.
• Serve as the primary school liaison with outside law firms.
• Follow up with families and attorneys on outstanding items, including retainers, visits, evaluations, IEP-related steps, transportation, and documentation.
• Coordinate document requests with the Business Office, academic teams, Psych Team, Main Office, and Admissions.
• Explain and guide families through the extended payment plan process, in collaboration with the Business Office.
• Own and track nonstandard document requests and ensure required school materials are delivered in a timely manner.
• Help identify risks early, elevate issues to the appropriate school leaders, and reduce last-minute barriers to reimbursement.
• Update electronic tracking and participate in regular cross-departmental meetings to coordinate process and support families efficiently

Qualifications

• Exceptional organization, follow-through, judgment, and attention to detail.
• Warm, clear, persistent and patient communication style with families and external partners.
• Ability to manage many active cases, deadlines, and stakeholders at once.
• Knowledge of special education, IEPs, neuropsychological evaluations, and family-facing school processes strongly preferred.
• Familiarity with education law, reimbursement processes, or legal case coordination is a plus.
• Ability to work collaboratively across academic, admissions, operational, and financial teams.
• Comfort learning evolving legal and procedural requirements without acting as legal counsel.
• Ability to advise families and the Shefa team about strategy for individual families and in response to larger trends.
• Facility with or ability to learn digital systems, including spreadsheets and AI.
• Special education, school social work, and/or educational law background preferred.

Salary Range: $80,000 - $110,000 commensurate with experience

The Shefa School admits students of any race, color, national and ethnic origin to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national and ethnic origin in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs