Special Education Data and Operations Manager
Posted
Description
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 position regularly exercises discretion and independent judgment to evaluate operational risks, compare solutions,implement authorized workflow improvements, and recommend resource allocations. The manager directly assists the Director in maintaining accurate state and local reporting, including CALPADS and SEIS, and effective service delivery across all seven campuses, while also completing necessary administrative tasks.
Delegated Authority and Scope
- CMP delegates authority to establish department operational workflows, internal review checkpoints, and follow-up procedures within approved policy. The manager evaluates alternatives and implements process changes within this scope under general supervision, rather than requiring approval for each routine operational decision.
- The manager evaluates compliance controls, operational improvements, and resource options and makes substantive recommendations to the Director. Changes to policy,expenditures beyond delegated limits, contract execution, personnel actions, and legal or student-specific educational decisions remain with authorized administrators or IEP teams, as applicable.
Department Operational Leadership and Director Support
- Directly assist the Director of Special Education in planning and managing department operations; establish operational priorities and internal schedules for department calendars and key initiatives within delegated authority.
- Provide operational guidance and supplementary administrative support to Special Education Program Specialists; evaluate competing requests and recommend priorities consistent with the Director’s direction.
- Design and manage tracking systems for deadlines, compliance requirements, contracts, and department deliverables; establish review checkpoints, evaluate overdue items, and determine operational follow-up within delegated authority.
- Analyze operational issues and develop recommendations for leadership; draft, prepare, and distribute professional communications, reports, presentations, and meeting materials.
- Lead the operational planning of department meetings, training, and cross-functional projects; determine milestones, assess implementation barriers, and coordinate logistics, documentation, and follow-up activities.
- Evaluate operational needs, gaps, and overdue items, compare possible courses of action, recommend priorities to Special Education leadership, and implement solutions within delegated authority.
- Serve as the central office lead for Special Education operational processes, systems management, compliance tracking, and department coordination; resolve process questions within approved policy and refer policy or legal questions to designated administrators.
Special Education Department Operations
- Establish and maintain organized systems for Special Education records and documentation; audit files at the end of the year, evaluate access, completeness, and retrieval practices and implement authorized safeguards.
- Develop and evaluate Special Education department systems, procedures, workflows, and communication systems; compare alternatives and implement operational improvements within approved policy and delegated authority.
- Manage Extended School Year (ESY) administrative and operational planning; evaluate logistical options and resource needs, and resolve implementation issues within delegated authority. Coordinate enrollment tracking, family communications, materials procurement and distribution, and program logistics.
State and Compliance Reporting
- Manage the department’s reporting readiness and compliance review process in collaboration with the Director of Data Management and the Director of Special Education; establish internal review checkpoints, evaluate unresolved issues, and recommend corrective action for state and federal reporting, including CALPADS submissions and audits.
- Complete weekly and monthly CALPADS reporting updates, and audit and correct data anomalies.
- Gather, review, and prepare data for state reporting submissions and compliance-related data requests.
- Assist with apportionment reporting and other required data submissions.
Special Education Information System (SEIS) and Data Management
- Manage Special Education data governance across SEIS, CALPADS, and Aeries; evaluate data flow, system controls, and procedural gaps and implement authorized improvements in collaboration with the Director of Special Education.
- Establish and evaluate data validation and reconciliation controls across critical Special Education systems; investigate recurring discrepancies, assess their causes and reporting impact, and determine corrective workflows within delegated authority. Perform accuracy checks, monitor data integrity, and correct discrepancies.
- Generate and analyze reports on service delivery, compliance timelines, and student data; identify patterns and operational risks and recommend corrective action to department leadership.
- Manage student records in SEIS, including transfers, initial IEPs, exits, and record changes; monitor dashboards and searches for late or missing IEPs, and Desired Results Developmental Profile (DRDP)assessments. Evaluate recurring documentation gaps, determine operational follow-up, and refer student-specific IEP or assessment decisions to the responsible credentialed staff.
- Maintain Data Management files and Google Shared Drives.
- Represent Special Education operations in collaboration with central office departments and external providers; evaluate cross-department issues, recommend solutions, and resolve service delivery logistics within delegated authority.
Human Resources and Personnel Operations
- Develop and evaluate onboarding and exit workflows for Special Education staff in collaboration with Human Resources and the Director of Special Education; determine department process requirements, resolve operational gaps, and complete related onboarding and exit tasks within assigned authority.
- Coordinate and schedule interviews for classified and certificated Special Education positions.
- Analyze Special Education campus staffing information and coverage concerns; recommend operational responses to the Director of Special Education and coordinate related communication and documentation with Human Resources and campus leadership.
Budget, Contracts, and Resource Management
- Analyze Special Education budget and expenditure information, 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 and complete the master contracts and individual service agreement workflow with providers and vendors; evaluate renewal needs, documentation gaps, and operational risks and recommend action to authorized administrators. Coordinate preparation, routing for authorized execution, tracking, and renewal.
- Evaluate department demand, inventory levels, and options for assessment materials, specialized resources, and supplies; recommend purchases and allocations and coordinate procurement, inventory management, and distribution.
- Evaluate utilization, maintenance needs, and replacement options for Special Education technology, assistive technology, and equipment; develop resource recommendations and manage inventory tracking, distribution, collection, maintenance coordination, and replacement planning.
- Evaluate documentation completeness and resolve operational discrepancies for low-incidence funding and non-public school (NPS) reimbursement requests; prepare and submit requests to the El Dorado County Charter SELPA within applicable requirements and approval procedures.
- Customarily and regularly exercise discretion and independent judgment on significant department operational matters by comparing alternatives, evaluating compliance and resource impacts, selecting actions within delegated authority, and making recommendations to leadership on matters requiring approval.
Campus Guidance and Operational Improvement
- Provide operational guidance to Special Education providers and administrators on data processes and procedures; assess implementation concerns, determine process improvements within delegated authority, and coordinate follow-up.
- Evaluate state guidance with designated administrators, develop and implement aligned IEP and CALPADS reporting workflows, and assess their effectiveness. Disseminate procedures and recommend changes when recurring barriers or reporting risks are identified.
- Partner with Central Administration staff to evaluate emerging operational needs, recommend coordinated responses, and implement approved actions that support organizational goals.
Competencies
- 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 communication skills, both written and verbal.
- School or department operational leadership.
- Systems thinking and operational systems management.
- Ability to evaluate alternative courses of action and exercise independent judgment on significant operational matters within delegated authority.
- Ability to assess operational and compliance risks, develop controls, and monitor corrective action and accountability.
- Project management and follow-through.
- Customer service and family support.
- Ability to maintain the confidentiality of student records and sensitive information (FERPA).
Physical Demands
- Dexterity of hands and fingers to operate a variety of standard office equipment.
- Clarity of vision at varying distances.
- Verbal, auditory, and written capabilities to clearly and effectively communicate.
- Sitting and standing for extended periods of time; light walking.
- Reaching overhead, above the shoulders, and horizontally to retrieve and store files and supplies.
- Occasional bending, reaching, and stretching.
- Occasional pushing, pulling, and dragging.
- Occasional kneeling, crouching, and squatting.
- Pushing, moving, and lifting objects with a strength factor of light work (up to 20 lbs.).
Safety Measures
- Follow established organizational safety protocols and operational procedures.
- Support implementation of office safety expectations, emergency procedures, and operational safeguards.
Travel Requirements
Occasional travel between our seven campus locations and our central administration building. Adherence to CMP’s Motor Vehicle Use policy is required.
Required Education and Experience
- High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
- 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, and presenting recommendations on compliance controls or resource use.
Preferred Education and Experience
- Experience with SEIS, CALPADS, and Student Information Systems (SIS), such as Aeries.
- Knowledge of special education compliance requirements and timelines (IDEA and California Education Code).
Compensation and Benefits
- Time Off: Sick leave, paid holidays, and vacation, as applicable by position.
- Retirement: 403(b) and 457 retirement plans through CalSTRS Pension2 according to California state law, California Education Code, and CMP policy.
- Medical, Dental, and Vision Insurance for Full-Time Positions: Comprehensive coverage for you and your eligible dependents.
- Childcare Support: 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 (FSA): Options for health care and dependent care.
- Employee Assistance Program (EAP): Confidential support for personal or work-related challenges.
- Mental Health Support: Access to Nivati, a mental health platform offering counseling, coaching, and wellness tools.
It is the policy of California Montessori Project to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, or any other protected characteristic under applicable law. This policy applies to all employment practices including recruitment, hiring, compensation, promotion, training, and termination.