Overview
Project Coordinator – Administrative Assistant 2 Jobs in Albany, NY at Labor, Department of
JobID: 1533
Position Type:
Special Education
Date Posted:
2/21/2025
Location:
Lisle, IL
(High-Needs School)
The Program Administrative Specialist is responsible for developing and executing daily operational systems for the needs of the Day School program including processes related to district scheduling, student files, and intake. The Program Administrative Specialist helps develop systems that allow for the consistent implementation of program and organizational processes.
Duties and Responsibilities
District Contact and Student Records
Schedule all district meetings including Annual Reviews, Domain Meetings, Re-Evaluation meetings and AT meetings by coordinating Giant Steps’ (GS) team schedules with parents’ and districts’ schedules
Send draft reports to districts in advance (1 week) of scheduled meetings
Manage program-specific calendars, ensuring that necessary team members are invited to all events (meetings, deadlines, etc.) and needed virtual links are included
Create the needed electronic resources for teams to complete requested district documentation (e.g., medicaid billing)
Maintain student attendance records, inclusive of informing districts of student absences (more than 5 day) in accordance with Illinois School Code
Create and maintain yearly therapy attendance logs
Maintain accurate log of district contacts
Field inquiries from districts and families related to intake, ensuring districts and families receive the required documentation for enrollment at Giant Steps
Maintain student files on Infinite Campus and in the records room including up-to-date registration materials, releases, and district documentation
Collaborate on student records processes for the organization
Return student records to home school districts upon disenrollment, in compliance with ISBE requirements
Input necessary information into computer-based IEP system for Chicago Public Schools
Maintain accurate course reporting and grades for all students for ISBE in Student Information System
Staff Processes (All the following tasks should be completed in a timely manner as predetermined by supervisor.)
Manage and finalize time cards for all program employees and communicate directly with HR and Finance Department
Manage PTO approvals and oversee processes that monitor staff PTO violations, call-offs, and write-ups
Ensure accident reports are completed with photographs by program staff
Maintain accurate records related to the distribution of cash for community based instruction trips and oversee processes related to the collection and distribution of money for weekly outings
Create records to track department spending that provides transparency for department members
Update fire drill and tornado drill rosters on a weekly basis
Communicate changes in staffing and student enrollment via email and weekly “At a Glance” documents
Additional Responsibilities
Partner with the Administration team and other Program Administrative Specialist to develop needed systems to support the ongoing operations of the Day School and Giant Steps
Provide ownership to building-wide processes as assigned including communication to a building-wide audience
Participate in weekly meetings with program administrative team
Oversee direct ordering of contracted transportation for CBI and field trips
Manage daily drop-off and pick-up of students (oversee and direct bus line, maintain a list of transportation assignments and contacts, address initial staff and driver concerns and relay to appropriate parties, communicate with districts in collaboration with supervisor)
Support staff and students by responding to walkie-calls and crisis situations as needed
Supervise students during routines and less structured times within the students’ day (e.g., lunch, recess, am/pm bus, toileting, activities of daily living, etc.) when necessary
Comply with all organization-wide and program-specific policies
(The responsibilities listed above are representative and not all inclusive. Other duties may be assigned by supervisors.)
Knowledge and Skills
Strong attention to detail and ability to work independently
Ability to independently prioritize daily, weekly, and yearly tasks
Proven ability to create systems and processes that are user-friendly
Knowledge of Special Education processes, requirements, and Illinois School Code
Able to maintain professionalism and patience with staff and students
Effective communication skills – clearly and concisely communicates with others
Proven interpersonal skills; able to establish and maintain rapport with staff members; able to resolve interpersonal conflicts effectively
Positive, creative, and solution-oriented outlook, especially in challenging moments
Strong organizational and time management skills
Flexible and able to adapt to change quickly
Personal and Interpersonal Skills
Action Oriented – enjoys working hard and looks for challenges; able to act and react as necessary, even when limited information is available; not afraid to take charge of a situation
Personal qualities include integrity, credibility, accountability, and commitment to the mission of Giant Steps
Flexible and able to multi-task; can work in an ambiguous, fast-moving environment, while also driving toward clarity and solutions; demonstrates resourcefulness
Willingness and flexibility to attend meetings and events including nights and weekends
Minimum Job Requirements
A bachelor’s degree is preferred or 10 years’ experience in similar school supportive role/s
State of Illinois issued Professional Educator’s License preferred
Conditions of Employment
Pre-employment physical, drug screening, and criminal background check
Possesses appropriate professional credentials
Classification
The Program Administrative Specialist is an exempt position under the Fair Labor Standards Act (FLSA).
Salary
Salary is commensurate with level of education and experience.
Starting Salary: $52,000/year
Calendar
The Program Administrative Specialist follows the Program Administration Calendar.
Conditions of Employment
Pre-employment physical, drug screening, and criminal background check
Possesses appropriate professional credentials
Reference check(s)
Working Conditions and Physical Effort
Work is typically performed indoors within the school facility
Moderate physical movement is required for the job
Minimal exposure to physical risk is anticipated
Annual Performance Review
The Program Administrative Specialist will schedule his/her formal annual review meeting with the direct supervisor two weeks prior to his/her performance review in June.
The Program Administrative Specialist will complete a draft personal evaluation to be used during the formal review two weeks prior to his/her performance review in June.
The Program Administrative Specialist performance review will be conducted in June of each year by his/her direct supervisor.
Compensation Package
Giant Steps Illinois, Inc. provides a competitive benefits package, including medical, dental, and vision coverage to all full time employees who work a minimum of 30 hours/week.
Disclaimer
This disclaimer is to acknowledge that it is highly probable that as an employee of Giant Steps Illinois, Inc., you are at risk of personal injury. Injuries may include, but are not limited to hitting, biting, kicking, scratching, and having hair pulled by students. The extent of some injuries may result in a break in the skin. All injuries must be documented according to the policies and procedures outlined in the Employee Handbook. Often, students are placed in this setting because of physical aggression or acting out behaviors that may prohibit them from participating in a typical school environment. Our setting of a private therapeutic day school allows for this atypical behavior. All employees are required to show proof of a Hepatitis B vaccination upon hire.
* Giant Steps Illinois, Inc. has the right to review and change the job description when necessary.
Title: Project Coordinator – Administrative Assistant 2
Company: Labor, Department of
Location: Albany, NY
