IDEA Public Schools Careers

Special Programs Coordinator

Mission:

The Special Programs Coordinator supports the Sr. Vice President (Sr. VP) of Special Programs and the Special Programs National Team by coordinating logistics, managing administrative tasks, and ensuring smooth day-to-day operations. This role provides essential support in scheduling, communication, fiscal reporting, and event planning to enable the efficient functioning of Special Programs. The Coordinator is detail-oriented, organized, and proactive in assisting with projects and team initiatives under general supervision. 

Supervisory Responsibilities:

None 

Location:

This is a full-time hybrid (remote/on-site) position based in Texas, with preference given to candidates who live in Austin, El Paso, Houston, Permian Basin (Midland/Odessa), Rio Grande Valley, San Antonio, and Tarrant County (Fort Worth), or who are willing to relocate.

Travel Expectations:    

None 

What You’ll Do – Accountabilities 

Essential Duties:

• Administrative and Operational Support
  Manage daily operations to ensure efficiency and accuracy in scheduling, documentation, and communication for the Sr. VP of Special Programs and the national team
• Calendar and Travel Coordination
  Maintain the Sr. VP’s calendar, coordinate meetings and travel, and manage conference registrations and accommodations to ensure seamless scheduling and logistics 
• Fiscal and Expense Management
  Oversee the American Express reconciliation process, ensuring receipts, reports, and reimbursements are submitted accurately and on time in accordance with organizational policies 
• Project and Program Coordination
  Coordinate logistics and tracking for Special Programs meetings, events, and professional development projects to ensure goals and deliverables are met 
• Documentation and Communication Support
  Prepare, edit, and maintain correspondence, reports, and documentation while ensuring clear and timely communication across regional and national teams 
• Team and Event Support
  Organize team meetings, morale events, and professional development sessions; manage supplies, logistics, and follow-ups to foster collaboration and efficiency 
• Hubsite and System Maintenance
  Maintain and update the Special Programs Hubsite and shared files to ensure consistent access to resources, policies, and materials for all stakeholders 

Additional Duties and Responsibilities:

• Ensure prompt and professional responses to inquiries and requests from internal and external stakeholders.
• Maintain confidentiality of sensitive information and departmental files.
• Request missing receipts and documentation from purchase cardholders and track submission deadlines.
• Attend meetings to take notes and record next steps for team follow-up.
• Support onboarding of new staff by coordinating materials and access to systems.
• Gather information to support process improvements and policy updates as directed by leadership.
• Share department-wide updates and reminders to promote effective communication and accountability.

Knowledge and Skills – Competencies

• Make Strategic Decisions: This team member fosters an inclusive decision-making environment by encouraging diverse perspectives, managing disagreements constructively, and creating space for all voices to be heard. They clearly communicate final decisions, providing context and anticipated impact—even when choices are difficult or unpopular.

• Manage Work and Teams: This team member builds and maintains systems to track progress toward team goals, ensuring clarity through defined roles and responsibilities. They implement structured processes that support smooth team operations and strategically allocate time and resources to drive goal achievement. 

• Grow Self and Others: This team member uses data to assess development needs and designs learning opportunities that align with team goals and individual career growth. They model a growth mindset by being open about their own development and ensure that both personal and team-led learning initiatives are impactful and well-aligned with organizational priorities. 

• Build a Culture of Trust:  This team member fosters a team culture where individuals genuinely care for one another both personally and professionally. They lead with transparency, encourage open communication, including healthy conflict—and promote reliability and consistency, while regularly seeking and responding to team feedback to enhance the collective experience. 

• Communicate Deliberately: This team member leads inclusive discussions that surface obstacles and drive actionable solutions, ensuring all voices are heard. They communicate key information clearly across multiple channels and establish feedback loops that promote open dialogue, collaboration, and continuous improvement. 

Additional Skills:

• Strong organizational skills with attention to detail and ability to prioritize multiple tasks.
• Professional communication and interpersonal skills for collaboration with internal and external partners.
• Ability to handle confidential information with discretion.
• Detail-oriented
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Dependable, proactive, and adaptable in a fast-paced environment.
• Strong problem-solving and follow-through skills.
• Ability to work effectively as part of a team and under general supervision.
   

Required experience:

• Education: Associate degree or some college required 

Preferred Education and Experience:

• Bachelor’s degree preferred 

Physical Requirements:

• Sedentary office environment with occasional lifting (up to 15 lbs).
• Sitting for extended periods and regular computer use required.

What We Offer:

Compensation & Benefits:

Salaries for people entering this role typically fall between $25.28/hr and $31.60/hr, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for performance pay based on organizational performance and goal attainment.

Additionally, we offer medical, dental, and vision plans, disability, life insurance, parenting benefits, flexible spending account options, generous vacation time, referral bonuses, professional development, and a 403(b) plan. You can find more information about our benefits at https://ideapublicschools.org/careers/benefits/.

* IDEA may offer a relocation stipend to defray the cost of moving for this role, if applicable.

Application process:

Submit your application online through Jobvite. Please note that applications will be reviewed on an ongoing basis until the position is filled. Applicants are encouraged to apply as early as possible.

Learn more about IDEA 

At IDEA the Staff Experience Team uses our Core Values to promote human connection and a culture of integrity, respect, and belonging for all Team and Family members.  Learn more about our Commitment to Core Values here: https://ideapublicschools.org/our-story/#core-values