Cupe Ntb 628 Special Education Administrative Assistant

**Career**Opportunity**

**CUPE**NTB**628**Special**Education**Administrative**Assistant**

JE Code #62

**_Posted_**_ _**_October_**_ _**_29,_**_ _**_2025_**_ _

Internal/External
- ________________________________________

**Date**of**Appointment**:**Immediate

**Reporting**to**: Superintendent of Education: Dignity of the Human Person - Special Education Services Special Education Project Lead Principal**

**Overview**:**

The Special Education Administrative Assistant provides essential administrative and organizational support for all special education processes across the school board. Centrally located, this role ensures efficient coordination of services, compliance with Ministry of Education requirements, and timely communication among schools, staff, and families.

This position supports the board's commitment to equity and inclusion by assisting students with exceptional needs in alignment with Special Education in Ontario: Kindergarten to Grade 12 - Policy and Resource Guide and the HWCDSB Special Education Programs and Services.

**Key**Responsibilities**:

- Under the direction of the Supervisor, coordinate the Student Support Services referral process by receiving, tracking, and directing special education referrals to appropriate central staff, maintain accurate and confidential records, and ensure all files are opened, stored, updated, and closed in compliance with board and Ministry requirements.
- Support the management of Specialized Equipment Allotment (SEA), including processing referrals, following up on approvals, coordinating ordering and repairs, liaising with vendors, tracking equipment, and assisting with Ministry reporting requirements.
- Comply with Ministry of Education requirements related to special education processes, including Special Incidence Portion (SIP) submissions, audits, and other reporting.
- Under the direction of the Supervisor, administer access to board-level software support (e.g., Lexia for literacy interventions).
- Support summer special education programs, including budget tracking, procurement of materials, and approval of hours.
- Monitor expenditures and maintain financial records using Sparkrock, provide financial reports, and ensure accurate tracking of all special education-related budgets.
- Support the preparation of reports for the board, Special Education Advisory Committee (SEAC), and the Ministry of Education.
- Under the direction of the Supervisor, draft and distribute memos, letters, and reports on behalf of Special Education leadership.
- Access and report on student information within the Aspen Student Information System (including future case management modules), including generating reports on student support services, IEPs, and board compliance indicators.
- Manage a wide range of administrative tasks, including maintaining calendars and scheduling meetings.
- Support special projects and initiatives within Student Support Services.
- Use the Professional Learning platform to book and/or monitor professional development sessions, track staff attendance, and support reporting requirements.
- Act as the first point of contact for schools and families, directing inquiries to appropriate staff.
- Collaborate effectively with other administrative staff.
- Maintain secure filing systems in accordance with the Education Act and MFIPPA.
- Maintain strict confidentiality in all aspects of the role.
- Perform other duties as assigned by the Superintendent of Education or Special Education Project Lead Principal.

**Qualifications**(Applicants**must**possess**the**following**as**of**date**of**posting)**:**
- Minimum one (1) year of experience in an administrative support role, preferably within an educational or public sector setting.
- Ontario College Certificate in Office Administration or equivalent
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Canva.
- Demonstrated experience using financial and budget software (e.g., Sparkrock), student information systems (e.g., Aspen), and professional development management platforms.
- Proven ability to manage administrative processes such as referrals, audits, and equipment tracking.
- Excellent written and verbal communication skills, with experience supporting the drafting of professional correspondence and reports.
- Strong organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and adapt to shifting priorities.
- Ability to work collaboratively with school and central staff, including Principals, Vice
- Principals, Student Support Services, SERTs, and Senior Administration.
- Attention to detail in managing data, records, and financial documentation.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Demonstrated initiative and sound decision-making skills in a fast-paced environment.
- Other Duties as assigned

**Preference**will**be**considered**for**applicants**who**possess**the**foll