Related Services Coordinator - Closes 2/20/26 @ 11:59pm

CAVA; Simi Valley (CA); Remote; USD 40,000 - 70,000; Full time

Job summary

An innovative firm is seeking a Related Services Coordinator to enhance the educational experience for students with special needs. This dynamic role involves managing IEP-related services, ensuring timely delivery, and collaborating with various stakeholders. As part of a pioneering effort in virtual education, you'll utilize technology to streamline processes and maintain compliance with state regulations. If you're passionate about making a difference and thrive in a fast-paced environment, this opportunity is perfect for you. Join a team dedicated to providing exceptional support to students and their families.

Qualifications

• Ability to problem solve independently and maintain organization.
• Strong communication and interpersonal skills are essential.

Responsibilities

• Oversee the related service program and ensure compliance with IEP requirements.
• Coordinate placement of students requiring related services efficiently.

Skills

Organizational Skills

Communication Skills

Problem Solving

Adaptability

Time Management

Interpersonal Skills

Education

High School Diploma or Equivalent

Tools

Microsoft Office Suite

Online Database Software

Job description

Job Title : Related Services Coordinator

Reports To: Related Services Manager

FLSA Status : Non-Exempt

Department : Special Education Department

Overview :

Virtual schools are new models in public education. They look both backward to what we know works well in providing related services to our students, and forward to see how technology can help us implement these strategies with children. A Related Services Coordinator is part of a pioneering effort. Our Coordinators, therefore, need to share the school’s pioneering mission and approach.

Summary :

The Related Services Coordinator position is a fast-paced role that ensures students individual education plan (IEP) related service needs are met in a timely and efficient manner. This role serves as the contact point for all teachers, staff, and service providers at the school regarding therapy and related services provided to students through an IEP or 504 Plan. They monitor service and assessment assignments, case logs and billing. Communication is completed virtually via Zoom, phone, emails, and instant messaging. This role is responsible for adhering to federal and state procedures, timelines, and required reporting regarding the acquisition and provision of these services to students.

Essential Duties and Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• Oversees the related service (RS) program at the school
• Analyzes data to determine strengths and needs of therapists, providers, and/or teachers with regards to the effectiveness of the RS program at the school
• Analyzes data to ensure the RS program is implemented in the most efficient way possible
• Supports schools, providers, and therapists with the set-up and maintenance of the California Schools online database, MARVIN, or other online related service database.
• Directly supports the Director of Student Support Services in the oversight and implementation of the Related Service Program at the school.
• Oversees development of a statewide network of providers within the private and public (hospitals, universities, schools, etc.) sector
• Oversees the establishment of contracts with service providers, including negotiating fair market rates
• Oversees, reviews, and ensures existing contracts are compliant (current licensure, documentation)
• Ensures the maintenance of a current and accurate database of related service providers
• Ensures that MARVIN or other school database is utilized to ensure prompt and accurate delivery of related services
• Coordinates appropriate placement of students requiring virtual related services in less than one week with a contracted provider
• Coordinates appropriate placement of students requiring in person related services in less than one week with a provider within 30 miles of the student’s home
• Ensures the tracking tools for students receiving related services are maintained
• Ensures proper documentation is received including progress reports, evaluations, and IEP documentation
• Ensures related service policies and procedures are implemented and followed
• Monitors and ensures that IEP requirements for RS goals and services are met
• Ensures attendance policies are implemented and enforced for students receiving RS
• Ensures training for all related services stakeholders
• Ensures Providers on related service platforms, such as MARVIN are properly trained and using the platform correctly
• Ensures Therapists and school personnel (including teachers, Related Services Coordinators, Data Entry Team, etc.) are trained on service platforms such as MARVIN
• Ensures individuals who directly support the school on verification and approval of RS invoices are properly trained
• Works with providers/schools when conflicts arise in a professional and prompt manner

Certificates and Licenses :

High school diploma or equivalent

Requirements/Experience:

• Must reside in the state of California
• Ability to problem solve independently and have a high level of organization
• Ability to embrace and adapt to change
• Ability to work independently
• Ability to maintain a professional home office without distraction during workday
• Ability to manage resources well (including tools, time, and task prioritization)
• Ability to rapidly learn and adapt to new technologies and online platforms
• Strong communication, organization, and interpersonal skills
• Microsoft Office (Outlook, Word, Excel, PowerPoint, Project, Visio, etc.); Web proficiency.
• Ability to pass required background check

Desired Qualifications (Not Required)

• Experience working with public or charter schools
• Experience working with special education and/or related services

Competencies:

Adaptability:

Accepts criticism and feedback; Adapts to changes in the work environment; Changes approach or method to best fit the situation; Manages competing demands; Inspires the trust of others; Keeps commitments; Treats people with respect; Upholds organizational values; Works with integrity and ethically

Communications:

Exhibits good listening and comprehension; Expresses ideas and thoughts in written form; Expresses ideas and thoughts verbally; Keeps others adequately informed; Selects and uses appropriate communication methods

Dependability:

Commits to doing the best job possible; Follows instructions, responds to management direction; Keeps commitments; Meets attendance and punctuality guidelines; Responds to requests for service and assistance; Takes responsibility for own actions

Job Knowledge:

Competent in required job skills and knowledge; Displays understanding of how job relates to others; Exhibits ability to learn and apply new skills; Keeps abreast of current developments; Requires minimal supervision; Uses resources effectively

Planning & Organization:

Integrates changes smoothly; Plans for additional resources; Prioritizes and plans work activities; Sets goals and objectives; Uses time efficiently; Works in an organized manner

Quality:

Applies feedback to improve performance; Demonstrates accuracy and thoroughness; Displays commitment to excellence; Looks for ways to improve and promote quality; Monitors own work to ensure quality

Use of Technology:

Adapts to new technologies; Demonstrates required skills; Keeps technical skills up to date; Troubleshoots technological problems; Uses technology to increase productivity

Computer Skills :

To perform this job successfully, an individual should have knowledge of Microsoft Office Suite; and experience using a student information system and/or other type of database software. Experience moderating web meetings for small and large groups

Supervisory Responsibilities :

This job has no supervisory responsibilities.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. A flexible schedule is required.

This position is a virtual position working from a home office. Must have ability to travel throughout the school year within and between assigned geographic areas to support students, attend regularly scheduled meetings, proctor state exams and participate in school activities and orientations.

While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and/or move up to 15 pounds. While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.

Restrictions on Time Off :

TBD based on the school calendar

* Use of sick time under the California Healthy Workplaces, Healthy Families Act of 2014 may be approved during the above restricted dates

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor .

Full Time: Monday-Friday 8:30am-4:00pm (35-40 hours per week)
Part Time Flexible days and hours between 8 am-5pm M-F (20-30 hrs weekly)
* Substitute FT or PT position with potential to become permanent.