Special Education Data and Operations Manager

California Montessori Project • Carmichael, CA

7d

About The Position

Under the general supervision of the Director of Special Education, the Special Education Data and Operations Manager manages department business operations, compliance controls, and data governance. The role exercises discretion and independent judgment to evaluate operational risks, compare solutions, implement authorized workflow improvements, and recommend resource allocations. The manager assists the Director in maintaining accurate state and local reporting, including CALPADS and SEIS, and effective service delivery across seven campuses, while completing administrative work.

Within delegated authority and approved policy, the manager establishes operational workflows, internal review checkpoints, and follow-up procedures; evaluates alternatives; and implements routine process changes. The manager makes substantive recommendations to the Director. Policy changes, expenditures beyond delegated limits, contract execution, personnel actions, and legal or student-specific educational decisions remain with authorized administrators or IEP teams.

The position leads department operations and coordination, maintains records and documentation, plans Extended School Year (ESY) operations, and manages state and compliance reporting readiness. It oversees data governance across SEIS, CALPADS, and Aeries; validates and reconciles data; monitors student records and compliance timelines; and analyzes reports to identify operational risks. The manager also supports staff onboarding and exits, coordinates interviews, analyzes staffing and coverage concerns, tracks budgets and purchasing, manages contract workflows, and coordinates materials, technology, equipment, and reimbursement requests. The role provides operational guidance to providers and administrators, coordinates with central office departments and external providers, and implements approved process improvements.

The position involves occasional travel between seven campus locations and the central administration building. Physical demands include extended sitting and standing, light walking, reaching, occasional bending and other movements, and moving or lifting objects up to 20 pounds. The employee must follow organizational safety procedures and the CMP Motor Vehicle Use policy.

Requirements

• High school diploma or equivalent.
• At least three years of experience in school operations, office management, or organizational coordination.
• Experience developing, evaluating, and improving operational systems or leading department operations under general supervision.
• Experience evaluating alternative solutions, managing multiple priorities, and exercising independent judgment in operational decision-making.
• Experience presenting recommendations on compliance controls or resource use.
• Strong proficiency with Microsoft Excel and Google Workspace tools.
• Ability to analyze, validate, and reconcile large data sets accurately.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality of student records and sensitive information in accordance with FERPA.
• Ability to assess operational and compliance risks, develop controls, and monitor corrective action and accountability.
• Project management and follow-through skills.
• Customer service and family support skills.

Nice To Haves

• Associate’s or Bachelor’s degree.
• Experience with SEIS, CALPADS, and Student Information Systems (SIS), such as Aeries.
• Knowledge of special education compliance requirements and timelines, including IDEA and the California Education Code.

Responsibilities

• Assist the Director of Special Education with planning and managing department operations and establish operational priorities and schedules within delegated authority.
• Provide operational guidance and administrative support to Special Education Program Specialists; evaluate competing requests and recommend priorities.
• Design and manage tracking systems for deadlines, compliance requirements, contracts, and deliverables; establish checkpoints and determine follow-up for overdue items.
• Analyze operational issues, develop recommendations, and prepare communications, reports, presentations, and meeting materials.
• Plan department meetings, training, and cross-functional projects; coordinate milestones, logistics, documentation, and follow-up.
• Evaluate operational needs and alternatives, recommend priorities, and implement solutions within delegated authority.
• Lead department operational processes, systems management, compliance tracking, and coordination; resolve process questions within approved policy and refer policy or legal questions to designated administrators.
• Maintain Special Education records and documentation, audit files, evaluate access and completeness, and implement authorized safeguards.
• Develop and evaluate department systems, procedures, workflows, and communication systems; implement authorized improvements.
• Manage ESY administrative and operational planning, including enrollment tracking, family communications, materials procurement and distribution, and program logistics.
• Manage reporting readiness and compliance reviews with the Director of Data Management and the Director of Special Education; establish checkpoints, review unresolved issues, and recommend corrective action.
• Complete weekly and monthly CALPADS updates; audit and correct data anomalies; prepare data for state reporting and compliance requests; assist with apportionment reporting and other submissions.
• Manage data governance across SEIS, CALPADS, and Aeries; evaluate data flows and controls; establish validation and reconciliation processes; investigate discrepancies and implement authorized corrective workflows.
• Monitor data integrity, correct discrepancies, and generate and analyze reports on service delivery, compliance timelines, and student data.
• Manage SEIS student records, including transfers, initial IEPs, exits, and record changes; monitor dashboards and searches for late or missing IEPs and DRDP assessments; refer student-specific decisions to responsible credentialed staff.
• Maintain Data Management files and Google Shared Drives; coordinate with central office departments and external providers on operational matters and service delivery logistics.
• Develop and evaluate onboarding and exit workflows with Human Resources and the Director of Special Education; complete related tasks within assigned authority.
• Coordinate interviews for classified and certificated Special Education positions; analyze campus staffing and coverage concerns and coordinate communications and documentation with Human Resources and campus leadership.
• Analyze budgets and expenditures, compare purchasing and vendor options, and recommend resource allocations or cost controls; coordinate purchasing, financial tracking, and vendor activities within approved budgets and delegated authority.
• Manage master contract and individual service agreement workflows, including preparation, routing for authorized execution, tracking, renewal review, and recommendations to authorized administrators.
• Evaluate demand and inventory for assessment materials, specialized resources, and supplies; recommend purchases and allocations and coordinate procurement, inventory, and distribution.
• Evaluate utilization, maintenance, and replacement needs for technology, assistive technology, and equipment; recommend resources and manage inventory, distribution, collection, and maintenance coordination.
• Review documentation and resolve operational discrepancies for low-incidence funding and NPS reimbursement requests; prepare and submit requests to the El Dorado County Charter SELPA under applicable requirements and approval procedures.
• Provide operational guidance on data processes and procedures; assess implementation concerns, develop process improvements, and coordinate follow-up.
• Evaluate state guidance with designated administrators, develop and implement aligned IEP and CALPADS reporting workflows, assess effectiveness, disseminate procedures, and recommend changes when recurring barriers or risks arise.
• Partner with Central Administration staff to evaluate emerging operational needs, recommend coordinated responses, and implement approved actions.
• Follow organizational safety protocols and operational procedures; support office safety expectations, emergency procedures, and operational safeguards.
• Travel occasionally between campus locations and the central administration building and comply with CMP’s Motor Vehicle Use policy.

Benefits

• Sick leave, paid holidays, and vacation, as applicable by position.
• 403(b) and 457 retirement plans through CalSTRS Pension2, according to California law, the California Education Code, and CMP policy.
• Medical, dental, and vision insurance for full-time positions, covering the employee and eligible dependents.
• Access to free before- and after-care through Club M for employees with students enrolled at a CMP campus, subject to availability; application fees apply.
• Flexible Spending Accounts for health care and dependent care.
• Confidential Employee Assistance Program support for personal or work-related challenges.
• Access to Nivati, a mental health platform offering counseling, coaching, and wellness tools.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED