Program Associate I - Intake Coordination (ESE Evaluations)

Detroit International; Detroit (MI); On-site; USD 75,000 - 98,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

Detroit Public Schools Community District is seeking a Program Associate I for ESE Ancillary Evaluations – Intake Coordination in Detroit, MI. The role supports daily intake, processing, and tracking of special education evaluation referrals, serving as the first point of contact for families and school personnel.

The position emphasizes maintaining accurate referral records, responding to inquiries, assisting families with intake, and monitoring documentation and next steps.

Qualifications

• Associate degree or equivalent combination of education, professional experience, and demonstrated skills preferred.
• 1-2 years of experience in administrative support, intake coordination, customer service, data entry, or a related field preferred.
• Knowledge of special education referral and evaluation processes preferred.
• Experience communicating with families, school personnel, and multidisciplinary teams preferred.
• Familiarity with PowerSchool Special Programs, EDPlan, or other student information systems preferred.
• Proficiency in Microsoft Office, including Excel, Outlook, Word, and Teams.
• Strong organizational and time-management skills.
• Excellent oral and written communication skills with an emphasis on customer service.
• Ability to accurately enter, maintain, and update information in electronic tracking systems.
• Strong attention to detail and ability to maintain confidential student information.
• Ability to follow established procedures, monitor assigned tasks, and meet deadlines.
• Ability to manage multiple requests and shifting priorities in a fast-paced environment.
• Strong interpersonal skills and ability to work collaboratively with families, schools, and District personnel.
• Ability to identify concerns and communicate them to the appropriate supervisor.

Responsibilities

• Receive, review, and document incoming special education evaluation referrals via approved intake systems.
• Review submissions for completeness and identify missing information.
• Contact families and school-based personnel to request missing information.
• Enter and update referral information in tracking systems.
• Route completed referrals to the appropriate evaluation supervisor or team.
• Maintain organized electronic records of referral dates, intake status, and next steps.
• Serve as an initial contact for families and school personnel regarding intake procedures.
• Respond to inquiries via phone, email, and electronic channels in a timely, professional manner.
• Provide families with general information about the referral process and required documentation.
• Conduct follow-up communication regarding incomplete referrals and outstanding information.
• Document parent contacts, inquiries, and follow-ups in the tracking system.
• Refer complex questions to evaluation leadership for assistance.
• Maintain current intake logs and referral trackers.
• Monitor referrals for outstanding documentation and deadlines.
• Assist with tracking referral volume and intake-related timelines.
• Identify delays or documentation concerns and notify supervisors.
• Prepare routine reports and summaries related to referral status.
• Support documentation and recordkeeping per district procedures and confidentiality.
• Provide daily administrative support including scheduling, correspondence, data entry, and document organization.
• Assist with maintaining organized referral information and supporting documentation.
• Use intake procedures and tracking tools to ensure department consistency.
• Help families navigate district-approved referral submissions.
• Participate in departmental meetings, training, and process improvement activities.
• Support updated intake procedures and workflows.
• Perform other duties as assigned.

Skills

Administrative support

Intake coordination

Data entry

Customer service

Communication

Microsoft Office

Education

Associate degree or equivalent

Tools

PowerSchool

EDPlan

Excel

Outlook

Word

Teams

Job description

Detroit Public Schools Community District is seeking a Program Associate I for ESE Ancillary Evaluations – Intake Coordination in Detroit, MI. The role supports daily intake, processing, and tracking of special education evaluation referrals, serving as the first point of contact for families and school personnel.

The position emphasizes maintaining accurate referral records, responding to inquiries, assisting families with intake, and monitoring documentation and next steps.