Job Description: IEP Services Facilitator
Reports To: IEP Services Coordinator; Senior Director of Special Education
Status: Full-Time, Exempt
Takes Direction From: Executive Team, Strategic Leadership Team
Calendar: Administrative Calendar
Job Summary
The IEP Services Facilitator is an integral member of ASUA’s Special Education Services team and supports the effective coordination, preparation, facilitation, documentation, and follow-up of the Individualized Education Program (IEP) process across assigned programs and campuses.
Working under the direction of the IEP Services Coordinator, the IEP Services Facilitator assists in ensuring that IEP meetings and related special education processes are completed accurately, timely, and in accordance with Pennsylvania Department of Education (PDE) regulations, the Individuals with Disabilities Education Act (IDEA), and ASUA policies and procedures.
The IEP Services Facilitator works collaboratively with the Senior Team, Education Directors, Teachers, Related Service Providers, Behavior and Clinical Staff, Families, School District Representatives, and other members of the IEP team. The position may facilitate IEP meetings as assigned and is responsible for supporting strong preparation, accurate documentation, timely follow-through, and effective communication among team members.
This position does not supervise staff or provide organizational oversight of the IEP Services department. The IEP Services Facilitator works within the systems, procedures, and priorities established by the IEP Services Coordinator and Senior Director of Special Education and is expected to communicate concerns, compliance risks, or unresolved issues promptly through the appropriate leadership structure.
Qualifications
- Bachelor’s Degree in Education, Special Education, Educational Leadership, or a related field required; Pennsylvania Special Education Certification preferred.
- Demonstrated knowledge of:
- IDEA regulations
- Pennsylvania Special Education Regulations
- IEP development and implementation
- Special education timelines and compliance requirements
- Special education documentation and recordkeeping
- Experience participating in or facilitating IEP meetings preferred.
- Strong organizational, communication, interpersonal, and documentation skills.
- Ability to manage multiple timelines, meetings, student records, and competing priorities.
- Ability to communicate professionally and collaboratively with families, school districts, staff, and other stakeholders.
- Ability to accept direction, implement established procedures, and communicate concerns appropriately.
- Strong attention to detail and commitment to accurate and timely documentation.
- Current (dated within one year) Act 34, 114, and 151 clearances.
Essential Duties and Responsibilities
IEP Meeting Coordination & Facilitation
- Support the IEP Services Coordinator in the coordination of IEP meetings across assigned programs, campuses, and student caseloads.
- Schedule and coordinate, as assigned:
- Annual IEP meetings
- Initial IEP meetings
- IEP revisions and amendments
- Reevaluation meetings
- Transition planning meetings
- Other special education meetings as required
- Coordinate with families, school district representatives, ASUA team members, and other required participants to establish meeting dates and times.
- Ensure required participants are invited and appropriate documentation is distributed within established timelines.
- Facilitate or co-facilitate IEP meetings as assigned by the IEP Services Coordinator.
- Support meetings in remaining student-centered, collaborative, professional, and compliant with procedural requirements.
- Accurately document decisions, revisions, action items, and follow-up requirements resulting from meetings.
- Follow up with responsible team members to support completion of required actions prior to IEP finalization.
- Escalate unresolved concerns, missed deadlines, disagreements, or potential compliance issues to the IEP Services Coordinator.
Compliance & Timeline Support
- Assist the IEP Services Coordinator with monitoring special education timelines and deadlines for assigned students.
- Maintain and update established tracking systems related to:
- Annual IEPs
- Reevaluations
- IEP invitations
- Progress reporting
- Transition requirements
- Parent notifications
- Procedural safeguards
- Other required special education documentation
- Monitor assigned deadlines and communicate upcoming requirements to appropriate team members.
- Follow up with staff regarding outstanding documentation or actions as directed by the IEP Services Coordinator.
- Immediately communicate missed or potentially missed timelines to the IEP Services Coordinator.
- Assist with compliance reviews, audits, record checks, and corrective action processes as assigned.
- Follow established ASUA procedures for documenting and communicating compliance concerns.
IEP Preparation & Documentation Review
- Review draft IEPs and supporting documentation prior to meetings to identify missing or incomplete information.
- Verify required components, including:
- Present levels of academic achievement and functional performance
- Measurable annual goals
- Specially Designed Instruction
- Related services
- Transition planning, when applicable
- Progress monitoring procedures
- Required attachments and supporting documentation
- Coordinate with Teachers, Related Service Providers, Behavior Staff, Clinical Staff, and other team members to obtain required information.
- Support staff in preparing documentation in accordance with established ASUA procedures and timelines.
- Identify documentation that may require additional review by the IEP Services Coordinator.
- Support consistency, accuracy, and quality across IEP documentation.
- Ensure revisions discussed and agreed upon during meetings are accurately reflected in final documentation.
Document Verification & Record Management
- Review and verify student records and special education documentation as assigned.
- Support the maintenance of organized, secure, accurate, and audit-ready student records.
- Assist with maintaining and reviewing:
- IEPs
- Reevaluation Reports
- Evaluation Reports
- NOREPs
- Progress Reports
- Procedural Safeguard documentation
- Meeting invitations and participation documentation
- Other required special education records
- Identify missing, incomplete, inconsistent, or inaccurate documentation and communicate required corrections to the appropriate team member and/or IEP Services Coordinator.
- Support record reviews conducted by ASUA leadership, school districts, and regulatory agencies.
- Maintain student confidentiality and comply with all applicable FERPA and ASUA confidentiality requirements.
Family & District Collaboration
- Communicate with families regarding IEP meeting scheduling, documentation, and routine procedural matters within the scope of the position.
- Communicate professionally and effectively with:
- Parents and guardians
- School district representatives
- Educational advocates
- Service providers
- Members of a student’s home team
- ASUA educational, behavioral, clinical, and administrative staff
- Support positive, collaborative relationships among ASUA, families, and referring school districts.
- Ensure procedural safeguards and parent-rights information are provided as required.
- Refer questions involving significant programmatic decisions, disputes, legal or compliance concerns, or matters outside the scope of the position to the IEP Services Coordinator or appropriate administrator.
- Maintain professional communication and documentation regarding interactions with families and districts.
Systems Support & Continuous Improvement
- Implement special education systems, procedures, and workflows established by the IEP Services Coordinator and Senior Director of Special Education.
- Maintain accurate information within ASUA’s established IEP tracking and compliance systems.
- Assist with data collection and reporting related to IEP meetings, timelines, documentation, and compliance.
- Identify recurring challenges, inefficiencies, documentation concerns, or potential compliance risks and communicate them to the IEP Services Coordinator.
- Participate in the development and implementation of improved workflows and procedures as requested.
- Support implementation of new special education initiatives, systems, and processes.
- Participate in training and professional development related to special education regulations, documentation, and ASUA procedures.
Collaboration & Professional Responsibilities
- Work collaboratively with:
- IEP Services Coordinator
- Senior Director of Special Education
- Head of Schools
- Education Directors
- Teachers
- Related Service Providers
- Behavior and Clinical Staff
- Other ASUA administrators and team members
- Maintain clear and consistent communication with the IEP Services Coordinator regarding assigned responsibilities, deadlines, concerns, and completed work.
- Follow established organizational and departmental systems and chains of communication.
- Promote a culture of accountability, professionalism, collaboration, and compliance.
- Support ASUA’s mission and child-centered philosophy in all interactions and decision-making.
- Maintain confidentiality and professional boundaries at all times.
Organizational Relationships & Supervisory Responsibilities
- Directly accountable to the IEP Services Coordinator and Senior Director of Special Education.
- Works under the systems, procedures, assignments, and priorities established by the IEP Services Coordinator and Senior Director of Special Education.
- Does not directly supervise staff.
- May coordinate tasks, request documentation, communicate deadlines, and facilitate processes involving other staff members as part of assigned IEP responsibilities; however, responsibility for staff supervision, performance management, departmental oversight, and formal accountability remains with the appropriate supervisor or administrator.
- Serves as a facilitator and resource for assigned IEP processes rather than as the organizational lead for IEP Services.
- Brings unresolved concerns, repeated missed deadlines, compliance concerns, or matters requiring administrative intervention to the IEP Services Coordinator.
Additional Duties and Responsibilities
- Read and abide by the Employee Handbook, including all updates and changes.
- Attend all mandatory meetings, including those that fall outside of regularly scheduled school hours and as described in the Employee Handbook.
- Complete assigned responsibilities within established deadlines and maintain accurate records of completed work.
- Assist in maintaining a safe facility.
- Travel between ASUA campuses and other locations as directed or needed.
- Duties may be performed in ASUA buildings, the community, school district locations, or other off-campus locations. This is an on-site position.
- This position works independently on assigned responsibilities while operating under the direction and established procedures of the IEP Services Coordinator.
- This job description in no way states or implies that these are the only duties to be performed by this employee. The IEP Services Facilitator will be required to follow other instructions and perform other related duties as assigned by the IEP Services Coordinator, Senior Director of Special Education, Chief Executive Officer, or other appropriate administrator.
Physical Requirements
- Sitting, standing, lifting and carrying up to 50 pounds, reaching, squatting, climbing stairs, kneeling, and moving light furniture may be required.
- Adequate vision and hearing ability for monitoring students’ verbal and non-verbal responses.
- Ability to move throughout school buildings and between instructional environments as necessary.
- Ability to provide a professional and appropriate model for students and staff.
Safety and Health
- Knowledge of universal hygiene precautions.
- Knowledge of and adherence to ASUA safety procedures.
- Knowledge of best practices regarding behavioral de-escalation and safety protocols.
- Ability to respond appropriately to student and building safety needs within the responsibilities and training of the position.
Equipment/Materials Handled
The IEP Services Facilitator may be assigned a variety of special education, evaluation, documentation, and consulting materials that must be appropriately stored, secured, and accounted for. All student records, media resources, and borrowed materials must be handled appropriately and maintained in accordance with ASUA confidentiality, security, and recordkeeping procedures.
The employee must know how to properly operate, or be willing to learn to operate, technology and multimedia equipment necessary to fulfill the responsibilities of the position, including ASUA-approved systems used for IEP documentation, student records, communication, compliance tracking, and data management.
ASUA reserves the right to update, revise, or change this job description and related duties at any time.
Pay: From $60,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Education:
License/Certification:
- Special Education Certification (Required)
Work Location: In person
