CAVA - Related Services Coordinator

CALIFORNIA VIRTUAL ACADEMY AT LOS ANGELES•Simi Valley, CA

14d•$23 - $37•Remote

About The Position

The California Virtual Academies (CAVA) is a network of 9 public charter schools providing online/virtual home-based instruction to students in grades TK-12 across California. CAVA utilizes K12, inc. curriculum and teachers deliver live instruction via the Engageli platform. While offering some scheduling flexibility, students are expected to log in daily, complete coursework, and attend instructional sessions. The Related Services Coordinator position is a fast-paced role focused on ensuring students' Individual Education Plan (IEP) related service needs are met efficiently. This role acts as the primary contact for teachers, staff, and service providers regarding therapy and related services for students with IEPs or 504 Plans. Responsibilities include monitoring service and assessment assignments, case logs, and billing. Communication is conducted virtually through Zoom, phone, email, and instant messaging. The position requires adherence to federal and state procedures, timelines, and reporting requirements for acquiring and providing these services.

Requirements

High school diploma or equivalent
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

Nice To Haves

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

Responsibilities

Oversees the related service (RS) program at the school by analyzing data to determine strengths and needs of therapists, providers, and/or teachers regarding program effectiveness and efficiency.
Supports schools, providers, and therapists with the setup and maintenance of the California Schools online database, MARVIN, or other online related service databases.
Directly supports the Director of Student Support Services in the oversight and implementation of the Related Service Program at the school.
Oversees the development of a statewide network of providers within the private and public 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, including providers on related service platforms, therapists, school personnel, and those verifying/approving RS invoices.
Works with providers/schools when conflicts arise in a professional and prompt manner.