Nov 19, 2019

Special Education Associate

  • KIPP Bay Area Public Schools
  • Oakland, CA, USA
Part-time Administrative Special Education Support

Job Description

About KIPP Bay Area Public Schools
KIPP is a non-profit network of 224 college-preparatory, public charter schools across the country educating early childhood, elementary, middle, and high school students. KIPP schools are united by a common mission, a commitment to excellence, and a belief that if we help children develop the academic and character strengths they need for college and choice-filled lives, they will be able to build a better tomorrow for themselves, for their communities, and for us all.

There are currently 15 KIPP schools across the Bay Area educating nearly 6,000 students in East Palo Alto, Oakland, San Francisco, San Lorenzo, San Jose, and Redwood City and supporting over 3,000 alumni around the country.

Position Overview
The Special Education Associate will support the special education team with project management and administrative duties including instructional materials ordering and management; data and records management; special education team operations support, and other administrative duties as needed. This role will provide a vital support function for the Special Education Team as we support 15 schools with more than 5,000 students.

The ideal candidate for this position is extremely detail-oriented, has impeccable follow-through, and is a team player, skilled planner, and self-starter. We are looking for someone who is passionate about KIPP’s mission and enjoys being part of a high performing team.

The Special Education Associate is based out of our Regional Office in downtown Oakland (BART accessible) with occasional travel to our local schools and communities throughout the Bay Area – including San Jose, the Peninsula, San Francisco, and the East Bay.  The Special Education Associate will report to the Associate Director of Special Education.

This is a temporary, part-time position (.6 FTE) and the end date of employment is TBD.

Roles and Responsibilities:

  • Maintain Special Education Information System (SEIS) data to ensure that staff and student records, timelines and IEP data are in compliance with IDEA, California Education Code and SELPA requirements.  
  • Maintain student data, in collaboration with Operations Team, to ensure alignment between SEIS, Powerschool, and CALPADS to ensure accurate reporting.
  • Coordinate with Operations Team to ensure the special education team has access to an enrollment lottery system and use that data to identify incoming students; ensure case managers receive IEP records from the previous school. 
  • Maintain student records in accordance with legal requirements and KIPP policies; request and distribute files for incoming students; copy and deliver files for transferring students
  • Identify and contract with nonpublic agencies for needed services; ensure contracts and agreements are executed; process invoices in a timely manner.
  • Submit order requests, process invoices and monitor the fulfillment of contracts and usage for personalized and other online learning platforms for special education staff members and programs.
  • Process invoices and reimbursements; reconcile credit card statements of the special education department
  • Track and monitor the special education department expenditures for materials, travel and professional development budgets.
  • Support annual reporting to SELPA and other agencies.
  • Coordinate special education department events (i.e., food catering and logistics), professional development and meetings as well as school visits, if needed.
  • Other data entry and maintenance of student records, as needed by the department.

Perform other duties as assigned.


  • Results orientation and the ability to get multiple projects done efficiently and excellently;
  • Outstanding project execution skills to effectively prioritize, coordinate, and execute on a number of details;
  • Highly collaborative, teamwork orientation
  • Ability to self‚Äźdirect and prioritize among competing goals and are excited about initiating process improvements
  • Familiarity with Microsoft Office (Word, Excel)
  • Proficiency (or ability to learn) Google applications (e.g. Mail, Calendar, Docs, Drive)
  • Some commitment to KIPP Bay Area Public Schools’ mission and values 
  • Familiarity with education or special education administrative work is preferred, but not required
  • 2-3 years of relevant work experience is preferred

Physical/environmental requirements of the role

  • Ability to lift up to 20 lbs (i.e., paper files, student supplies/ curriculum, test-kits, or food delivery)
  • Ability to work in an office, classroom and outdoors
  • Ability to independently navigate an office or school campus to get students, carry packages, or hold meetings in different spaces, etc.
  • Ability to access and utilize technology (ie, Google suite) to keep up to date records
  • Critical thinking and mental focus necessary to record data, ensure accurate reporting, and maintain consistent clerical records.

We are dedicated to you and your family's well-being! KIPP offers a competitive salary as well as a comprehensive benefits package including medical, dental, vision, and transportation benefits. 

Apply Now