(2627 SY) Pennwood Cyber Charter School - Special Populations Administrative Assistant

Connections Academy•York Township, PA

3h•Remote

About The Position

Pennwood Cyber Charter School is a tuition-free, K–12 public cyber charter school serving students across Pennsylvania. Pennwood provides flexible virtual learning supported by a proven curriculum, individualized student support, and innovative educational opportunities designed to promote academic achievement, engagement, and long-term student success. Pennwood operates on a unique school calendar that includes a three-week Connections Term (CTerm), extending the school year to 195 instructional days. The Connections Term provides additional opportunities for intervention support, enrichment experiences, relationship-building, career readiness exploration, and personalized student learning. Pennwood is committed to fostering a collaborative, relationship-centered virtual school culture where students, families, and staff feel connected, supported, and empowered to succeed. The Special Populations Administrative Assistant is responsible for managing the administrative, compliance, and operational processes that support special populations services at Pennwood Cyber Charter School. This role ensures the accurate coordination, documentation, and tracking of Individualized Education Programs (IEPs), evaluations, and related compliance requirements in alignment with Pennsylvania Department of Education (PDE) regulations. This position plays a critical role in maintaining timelines, supporting service delivery, and ensuring legal compliance across the full special populations lifecycle—from Child Find through evaluation, IEP development, and ongoing services. Specialists may be assigned to specific grade bands (K–4, 5–8/Foundation, or 9–12) while operating within a unified system of processes and expectations.

Requirements

High school diploma or equivalent (Associate’s or Bachelor’s preferred)
2–4+ years of administrative, compliance, or school-based experience
Strong attention to detail and organizational skills
Ability to manage multiple timelines and high-volume workflows
Strong communication and coordination skills
Proficiency in Google Workspace or Microsoft Office

Nice To Haves

Experience in special populations, compliance, or school operations
Familiarity with IEPWriter or similar special populations systems
Knowledge of Pennsylvania special populations regulations and timelines
Experience with data tracking tools (e.g., PowerBI or compliance dashboards)

Responsibilities

Process Special Education document requests
Upload and maintain accurate documentation, including Evaluations, IEPs, NOREPs, and Invitations
Update document vaults (DV) and internal systems with required documentation
Create and maintain IEP cover pages and supporting documentation
Ensure all documentation is complete, accurate, and audit-ready
Manage and coordinate IEP meeting schedules across assigned grade band
Schedule IEP and evaluation/re-evaluation meetings
Send meeting invitations and ensure required participants are included
Conduct follow-ups (email/text) to ensure attendance and participation
Coordinate translator requests as needed
Support virtual meeting logistics (Google platform)
Monitor and track all scheduled IEP meetings
Monitor and flag critical compliance timelines including: 60-day IEP due dates, 90-day evaluation/re-evaluation timelines
Ensure timely completion of all required documentation and actions
Track and manage IA tickets related to evaluations and record reviews
Monitor compliance dashboards (IEPWriter, PowerBI, or similar systems)
Support audit readiness and compliance reporting
Conduct intake calls for new referrals
Create and manage Child Find IA tickets
Track evaluation timelines and required documentation
Create and issue Prior Written Notices (PWNs)
Support creation and tracking of Evaluation Reports (ER), Re-evaluation Reports (RR), and record reviews
Monitor evaluation timelines across assigned grade band
Utilize IEPWriter to manage documentation and compliance workflows, assign providers and track related services, support Extended School Year (ESY) processes
Maintain accurate data across systems including IEPWriter and internal trackers
Support system updates and data integrity
Assign service providers within IEPWriter
Track delivery of related services
Support coordination of Extended School Year (ESY) services
Collaborate with service providers and case managers to ensure alignment
Support state reporting processes related to special populations
Assist with compliance monitoring and reporting requirements
Participate in documentation reviews and weekly data pulls
Support disability determination documentation processes
Assist with training and onboarding support for new staff
Maintain training trackers and documentation systems
Provide administrative support for Special Education systems (e.g., IEPWriter Admin functions)
Collaborate with internal teams and external partners (e.g., Armstrong Group)
Support development and refinement of processes and workflows