Special Education Administrative Assistant

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

Special Education Administrative Assistant

Two Rivers Supervisory Union Green Mountain Union High School - Chester, Vermont Open in Google Maps

Starting Date: Immediately

Job Description

Position Summary

Green Mountain Union High School is seeking a highly organized, dependable, and student-centered Special Education Administrative Assistant to provide administrative and clerical support for the school's special education and Section 504 programs. The Special Education Administrative Assistant plays an important role in supporting the timely and accurate management of Individualized Education Programs (IEPs), Section 504 Plans, evaluations, meetings, student records, and required documentation for students in grades 7–12. The position works closely with GMUHS administrators, special educators, case managers, school counselors, teachers, related-service providers, students, families, and Two Rivers Supervisory Union staff to support effective and compliant special education and Section 504 processes.

Essential Duties and Responsibilities

IEP and Special Education Support

• 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.

Section 504 Support

• 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.

Administrative Responsibilities

• 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 authorized 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.

Confidentiality

The Special Education Administrative Assistant will have access to highly confidential student and family information and must maintain strict confidentiality at all times. The employee is expected to comply with FERPA, Section 504, IDEA, Vermont requirements, TRSU/GMUSD policies, and all other applicable state and federal requirements governing student records and confidentiality.

Professional Boundaries

• Special education or Section 504 eligibility;
• Disability identification;
• IEP goals, services, or placement;
• Section 504 accommodations;
• Evaluation or assessment conclusions; or
• Changes to an IEP or Section 504 Plan.

Required 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.
• Ability to 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.

Preferred Qualifications

• Associate's degree or additional administrative training.
• Previous experience working in a school setting.
• Experience with special education, IEPs, Section 504 Plans, or student records.
• Experience with special education data-management software.
• Knowledge of FERPA, IDEA, Section 504, and educational confidentiality requirements.
• Familiarity with Vermont special education procedures and timelines.

Knowledge, Skills, and Abilities

The successful candidate will demonstrate exceptional organization and attention to detail; the ability to monitor multiple timelines and deadlines; strong interpersonal and communication skills; professional and compassionate communication with families; sound judgment when handling confidential information; and the ability to work collaboratively with GMUHS and TRSU personnel. The individual must be able to work independently, anticipate upcoming deadlines, follow through on assigned responsibilities, and maintain accurate records in a busy grades 7–12 school environment.

Performance Expectations

The Special Education Administrative Assistant is expected to maintain accurate records, protect student confidentiality, communicate professionally, monitor established timelines, and provide dependable administrative support to the GMUHS special education and Section 504 programs. The successful candidate will be organized, proactive, detail-oriented, collaborative, and student-centered, with a commitment to supporting GMUHS students, families, and staff.

Position Type

Full-time

Job Categories

Administration > Principal/Dean/Head of School

Equal Opportunity Employer

Two Rivers Supervisory Union is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Job Details

Job ID: 5965730

Application Deadline: Nov 30, 2026 11:59 PM (UTC)

Posted: Oct 20, 2026 12:00 AM (UTC)

Starting Date: Immediately

Job Requirements

• Associate degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Mary Barton , Director of Student Support Services
• 609 VT Route 103 South
• Ludlow, Vermont 05149
• Phone: [phone]
• Fax: [phone]
• Email: [e-mail]

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