Special Education Administrative Assistant

Paycom; Phoenix (AZ); On-site; USD 50,000 - 56,000; Full time

Job summary

Vista College Prep seeks a Special Education Administrative Assistant to coordinate operational systems supporting IDEA compliance and state education requirements. The role manages IEP scheduling, documentation, reporting and cross-department communication across campuses.

The position is campus-based for 12 months with coaching from network leadership, reporting to the Director of Special Education. Collaboration with families, providers, administrators, and instructional staff is essential.

Qualifications

• Strong organizational, communication and customer service skills in a fast-paced, high-volume environment.
• Attention to detail to ensure smooth execution of outcomes.
• Proficiency with Microsoft Office Suite and Google Suite.
• 1–3 years of experience in special education operations, compliance, or school-based support roles preferred.
• Spanish proficiency strongly preferred.

Responsibilities

• Maintain the master Special Education calendar for IEP and MET meetings and coordinate stakeholder reminders.
• Maintain detailed student rosters, eligibility data, and due dates for timely services and reporting.
• Coordinate administrative tasks with stakeholders and providers, including IEP/MET paperwork.
• Manage student records requests, enrollment documents, and parent communication for scholars in special education.
• Maintain electronic student files in alignment with policies; perform quarterly file audits.
• Support compliance activities for special education services with campus leaders.

Skills

Organizational skills

Communication

Customer service

Microsoft Office

Google Suite

Spanish (preferred)

Education

Experience in special education operations

Tools

Synergy (SIS)

Data management systems

Job description

Job Details: Job Location: VCP Network Office - Phoenix, AZ 85013, Position Type: Full Time, Salary Range: $50,000.00 - $56,000.00 Salary, Why Vista?

Vista College Prep empowers all children to aim higher and go further by providing them with access to a top quality education that prepares them for competitive high schools, colleges, and the world beyond. At Vista, we blend excellence, joy, community, and transparency to create a unique educational experience. We cultivate an environment where children love to learn together, teachers love teaching, and leaders love leading.

As a team at Vista, we are deeply committed to diversity, equity, and inclusiveness. We are especially committed to attracting and developing individuals who share the life experiences of our students because we believe the best work we do is grounded in the realities and experiences of our students and families. We believe that diversity is crucial for effecting lasting change, is one of our greatest strengths, and is a critical element of reaching the full potential of our team and community. Join us!

Role Mission:

The Special Education Administrative Assistant is responsible for coordinating the operational systems that support compliance with IDEA, Arizona Department of Education requirements, and school policies. This role manages special education timelines, documentation, scheduling, reporting, and cross-departmental communication to provide consistent, compliant, efficient implementation of special education services across campuses aligned with Vista College Prep’s bar for excellence in serving all students. The position serves as a central liaison between families, providers, administrators, and instructional staff to maintain high-quality customer service, procedural integrity, and program consistency. This role is a campus-based 12-month position that receives coaching from network special education leadership and reports to the Director of Special Education.

Your Impact:

• Maintain the master Special Education calendar and coordinate scheduling and communication for IEP and MET meetings, including initial outreach and follow-up reminders for all impacted stakeholders for all Vista campuses
• Maintain detailed student rosters, eligibility data, and due dates to support timely services and reporting
• Communicate and coordinate administrative tasks with all stakeholders and related services providers, including all required paperwork for IEP and MET meetings
• Coordinate with campus front office teams to manage student records requests, enrollment documentation, and parent communication for all Vista scholars receiving special education services
• Maintain electronic special education student files and documentation in alignment with established policies and procedures to support full compliance with all requirements, using guidance from network special education leadership
• Conduct quarterly special education file audits at each campus to support compliance with state and federal requirements, escalating concerns as needed
• Coordinate the distribution of required surveys and questionnaires to teachers, parents/guardians, and related service providers and upload responses into designated electronic data management systems
• Manage Synergy (student information system or SIS) data as assigned
• Support compliance-related activities for special education services in partnership with campus leaders and network special education leadership
• Perform administrative or other additional duties as assigned
• Build working knowledge of special education compliance requirements through training, coaching, and on-the-job experience
• Collaborate with team members to maintain a strong culture and warm, collegial, and mission-focused environment with a focus on the collaboration between general and special education

Your

Compensation: In recognition of our team members’ impact, Vista offers a comprehensive, flexible, and competitive compensation package to support the personal health, wellness, and finances of our staff and their families.

• Competitive base salaries reflective of our local market plus candidate experience and education level
• Robust healthcare plans for full-time staff, with health, dental, vision, disability, and life insurance plans at very low cost in monthly premiums and $0 copays, plus confidential, 24/7, no-cost mental health resources and a healthcare concierge service to support your overall experience using your plans
• Retirement benefits through a 401k with John Hancock and up to a 3% employer match
• 12 days of PTO, parental leave, and a school calendar with paid holidays and Wellness Fridays built in strategically to support the sustainability of our work
• All the tools needed to succeed, including all curricular materials, quality professional development, classroom supplies, laptop computers for staff and 1:1 devices for students
• Opportunities for leadership, growth, and advancement on our team

Qualifications:

• Belief in the Vista College Prep mission and educational model;
• Superior organizational, communication and customer service skills in a fast-paced, high-volume and collaborative environment;
• Attention to detail to ensure smooth, predictable, and effective execution of desired outcomes;
• Demonstrated track record of achieving strong results and taking initiative to address challenges;
• Proficiency with Microsoft Office Suite and Google Suite;
• 1–3 years of experience in special education operations, compliance, or school-based support roles preferred but not required;
• Technical skills and experience managing and manipulating databases and data sets preferred but not required;
• Spanish proficiency strongly preferred but not required;
• Valid IVP fingerprint clearance card.