Special Populations Administrative Assistant

Beta Academy • Houston, TX

1h • Onsite

About The Position

Beta Academy is a Title I Schoolwide campus. Part or all of this position may be funded through federal funds. The Special Populations Administrative Assistant supports the delivery of high-quality services for scholars receiving Special Education, Section 504, and ESL support. This role provides operational, clerical, testing, compliance, and scholar support to ensure strong systems, consistent services, and efficient department operations across campuses. The Administrative Assistant serves as a dependable and flexible partner to the Executive Director of Special Populations by supporting evolving scholar, staff, and campus needs with urgency, professionalism, and care.

Requirements

• High school diploma or GED required
• Experience working in schools, special education, student support services, or administrative support preferred
• Experience supporting students with disabilities, English Learners, or students with behavioral needs preferred
• Bilingual (English/Spanish) preferred

Nice To Haves

• Associate degree or college coursework preferred

Responsibilities

• Provide classroom coverage so Special Populations staff can attend ARD meetings, evaluations, trainings, and compliance-related meetings
• Substitute for Special Education staff as assigned
• Support continuity of instruction and classroom procedures during staff absences
• Assist scholars with academic, behavioral, and functional needs in classroom and non-classroom settings
• Reinforce accommodations, instructional supports, and behavior systems under staff direction
• Support scholar supervision during transitions, arrival, dismissal, lunch, testing, and assigned activities
• Maintain a safe, structured, and supportive learning environment
• Provide flexible campus support based on operational and scholar needs
• Maintain organized and confidential scholar records and department files
• Scan, upload, file, archive, and organize compliance-related documentation
• Create and maintain spreadsheets, trackers, reports, and data logs
• Assist with the preparation and organization of ARD materials and meeting documentation
• Collect and organize work samples, progress monitoring evidence, and required documentation
• Support preparation for audits, compliance reviews, and state monitoring visits
• Assist with tracking timelines, signatures, accommodations, and required documentation
• Maintain confidentiality and compliance with FERPA, district procedures, and state guidelines
• Support small-group and accommodated testing for scholars receiving Special Populations services
• Assist with the administration of NWEA MAP, TELPAS, STAAR, and other assessments as assigned
• Implement testing accommodations in accordance with IEPs, 504 plans, and testing guidelines
• Maintain testing security and confidentiality procedures
• Prepare testing materials, environments, and required documentation
• Support scholar supervision and behavior during assessments
• Collaborate with campus testing coordinators and Special Populations staff to ensure testing compliance
• Build positive and professional relationships with scholars, families, and staff
• Support teachers, specialists, and case managers with daily operational needs
• Assist with scholar de-escalation and support during high-need situations when appropriate
• Participate in department meetings, trainings, and professional development
• Travel between campuses as assigned
• Perform additional duties as assigned by the Executive Director of Special Populations
• Maintain regular attendance and arrive on time to work, meetings, trainings, family events, and assigned duties
• Complete all required trainings by deadlines
• Demonstrate professionalism, urgency, confidentiality, and sound judgment at all times
• Receive feedback with a growth mindset and apply feedback to improve performance
• Contribute to a positive and unified school culture by avoiding gossip, negativity, or divisive behavior
• Remain calm, respectful, and solution-oriented during challenging situations and conversations
• Use professional communication in person, over the phone, in writing, and on social media
• Follow the Beta Academy dress code and professional appearance expectations outlined in the Magic Makers Handbook
• Check staff email consistently throughout the workday and respond in a timely manner

What This Job Offers

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