Special Education Admin & IEP/504 Coordinator

Two Rivers Supervisory Union; Chester (VT); On-site; USD 35,000 - 48,000; Full time

Job summary

Two Rivers Supervisory Union is seeking a dedicated Special Education Administrative Assistant at Green Mountain Union High School in Chester, Vermont to support IEPs, 504 plans, and related documentation for grades 7–12.

You will manage confidential student records, schedule meetings, prepare notices, maintain compliance calendars, and coordinate with families, teachers, and service providers, ensuring accurate data and smooth administrative workflows.

Qualifications

• High school diploma or equivalent.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple deadlines and priorities simultaneously.
• Strong written and verbal communication skills.
• Maintain strict student and family confidentiality.
• Proficiency with Google Workspace and other office technology.
• Ability to develop and maintain spreadsheets, calendars, databases, and tracking systems.
• Ability to communicate professionally with students, families, faculty, administrators, and outside agencies.

Responsibilities

• Maintain and organize confidential special education student records and files.
• Schedule IEP meetings, eligibility meetings, annual reviews, reevaluations, and other required special education meetings.
• Coordinate meeting dates and times with families, teachers, case managers, administrators, and related-service providers.
• Prepare and distribute meeting notices and other required documentation under the direction of special education staff.
• Maintain a master IEP compliance calendar identifying upcoming annual reviews, evaluations, reevaluations, and other required deadlines.
• Regularly communicate upcoming deadlines to case managers and appropriate administrators.
• Assist case managers with organizing required documentation and verifying that completed documents are appropriately filed.
• Support the collection, transfer, and organization of special education records for students entering or leaving GMUHS.
• Provide administrative support for special education data collection, reporting, monitoring, audits, and record reviews.
• Enter and maintain information in approved district special education information systems.
• Maintain confidential Section 504 records for GMUHS students.
• Schedule initial eligibility meetings, annual reviews, reevaluations, and other 504 meetings.
• Prepare and distribute meeting notices and documentation as directed.
• Maintain an accurate and current list of students with Section 504 Plans.
• Maintain a 504 compliance calendar for annual reviews and reevaluations.
• Assist with distributing finalized 504 Plans to appropriate staff while protecting student confidentiality.
• Help ensure that appropriate teachers and staff have access to current student accommodations.
• Maintain organized documentation of referrals, evaluations, eligibility determinations, plans, and reviews.
• Maintain accurate and confidential electronic and paper student records.
• Maintain calendars for IEP, 504, evaluation, and other student-support meetings.
• Prepare correspondence, forms, reports, meeting materials, and other documents.
• Communicate professionally and respectfully with parents and caregivers regarding scheduling and routine procedural matters.
• Coordinate meeting locations, virtual meeting links, and required participants.
• Maintain spreadsheets and tracking systems for IEPs, 504 Plans, evaluations, services, deadlines, and compliance requirements.
• Assist GMUHS and TRSU administrators with gathering information for required state and district reporting.
• Provide copying, scanning, filing, mailing, and document-management support.
• Assist with communication between GMUHS staff, TRSU personnel, families, and outside service providers.
• Provide general administrative support to the GMUHS special education department.
• Perform other related duties as assigned by the Principal or Special Education Administrator.

Skills

Organizational skills

Time management

Attention to detail

Multi-tasking

Written communication

Confidentiality

Google Workspace

Data management

Education

High school diploma or equivalent

Associate's degree or additional administrative training

Tools

Google Workspace

Spreadsheets

Student records systems

Job description

Two Rivers Supervisory Union is seeking a dedicated Special Education Administrative Assistant at Green Mountain Union High School in Chester, Vermont to support IEPs, 504 plans, and related documentation for grades 7–12.

You will manage confidential student records, schedule meetings, prepare notices, maintain compliance calendars, and coordinate with families, teachers, and service providers, ensuring accurate data and smooth administrative workflows.