Special Education Operations Manager

Regional Support Office Oakland, California


Position Overview:
As a Special Education Operations Manager you will be an integral member of the Special Education regional leadership team and report to the Associate Director of Special Education. Alongside managing several projects and ongoing workflows at the intersection of special education, data, operations, and reporting, you will build new systems to increase the capacity of the team in all aspects of SpEd operations and reporting. In addition, you will act as the primary point of contact for questions related to special education projects. You will drive continuous process improvements, data compliance, and implement scalable support systems and resources for our school and regional staff. 

Responsibilities include, but are not limited to:

Manage Special Education Associate (25%)

  • Hold weekly one-on-ones with special education associates to build capacity and problem-solve.
  • Conduct regular appraisals of performance using KIPPs performance review process.
  • Train and develop skills in response to evolving compliance needs, new operations systems, and broader CA regional policy. 

Develop Organizational Systems for Smooth Data Migration & Integration Between Platforms (20%):

  • Data Migration & Integration: Spearhead, lead strategy, and planning for complex multi-year data migration projects to ensure information from our special education information system (SEIS) successfully reaches statewide reporting databases (CALPADS). Develop training resources to build internal capacity and lead coordination efforts with KIPP operations team and SELPA technical support providers, as well as school teams. Guide and manage special education associate in completing data entry, submission, and key tasks.
  • Data Quality: Lead vision, strategy and planning for school-based special education teams and regional staff to ensure high data quality within SEIS, and other KIPP Systems. Additionally, maintain high data quality for external requests such as charter renewals, and SBAC reporting.

Spearhead Regional Compliance, Reimbursement and Reporting Projects (25%)

  • Project Manage Medi-Cal Reimbursement: Create best-in-class policies, resources, and guides to maximize reimbursement. Coordinate with regional and school teams to implement policies, meet reporting deadlines and audit regularly throughout the year. Areas include Medi-cal LEA Billing Options Program, SMAA + RTSS, and others. Guide special education associate to complete key tasks, as well as coordinate KIPP staff to ensure timely data submission.
  • Special Education (SELPA) reimbursements and reporting: Project manage timely and accurate reporting and reimbursements for ERMHS-II and ERMHS-III, NPS Placements and Low Incidence. Create program-facing guides with step-by-step training materials for special education staff to guide the IEP process while also maximizing reimbursement. 
  • Monitor and Submit Compliance Reports: Create and implement internal systems to proactively audit and monitor IEP timelines for a growing network of schools and special education programs, as well as reporting for our nonpublic school partners. 

Create Best-In-Class Special Education Office Operations (30%)

  • Vendor and Independent Contractor Relationships: Continue improving the change management process to ensure timely contracts and vendor relationships. Spearhead and manage relationships involving master contract and ISAs from nonpublic schools and nonpublic agencies. Seek out competitive rates from similar vendors to maximize organizational resources. Partner with HR, operations, and technology to ensure compliance requirements are met for each partnership. Create and refine cataloging system and direct special education associate to maintain legal documentation (contracts, ISA’s, etc.)
  • Manage Special Education Equipment and Inventory: Create and monitor a comprehensive system aligned with the regional technology team to catalog and monitor special education resources such as iPads, FM systems, Test Kits, etc. Manage change management for distance learning to in-person inventory. 
  • Coordinate Effective Childfind Operations and Lottery: Create and implement regional policy with operations teams to ensure students with IEPs are identified via our existing data systems. Ensure vision is publicized and articulated to community members of currently enrolled and prospective students and families.

Perform other duties as assigned.

We anticipate this position will have one direct report in the future to support existing projects and workflows.

Desired Characteristics and Mindsets

  • Systems Developer: Excellent organizational, planning, and implementation skills.
  • Results-oriented team player who is dedicated to getting the job done.
  • Rapid ability to learn new software and reporting systems
  • Ability to manage the ambiguity and multiple priorities inherent in an entrepreneurial environment.
  • Self-starter, comfortable creating systems in a fast-paced, entrepreneurial environment
  • Demonstrated ability to communicate and work well with others and to build relationships with multiple constituencies. 
  • A deep passion for social justice and equity for all children; belief that all students can achieve at the highest levels, regardless of demography.
  • Unquestioned integrity and commitment to KIPP Public Schools: Northern California’ mission and values.

Minimum Qualifications 

  • 2+ years of successful special education (teaching or administrative) and/or K-12 school operations experience; as this role sits at the intersection of special education, operations, and data management.
  • 2 years of successful project management experience that includes creation of resources, playbooks and policies that interact with multiple stakeholders.
  • Expert proficiency in Google suite (Google sheets, Google docs, Google drive, forms etc.)
  • Fluent or expert proficiency (or rapid ability to learn) SEIS (Special Education Information System) and CALPADS.
  • Demonstrated experience in PowerSchool (SIS) or other SIS/relational database required
  • Intermediate expertise with Microsoft Excel, including pivot tables and vlookup, required
  • Bachelor’s Degree and 3+ years of work experience or 5+ years’ work experience strongly preferred
  • Highly resourceful, with proven ability to learn new data platforms/systems quickly and independently

Preferred Qualifications 

  • 3+ years of project management experience
  • Ability to automate tasks using python or other coding software is a plus!

Salary & Benefits
We are dedicated to you and your family's well-being! KIPP offers a competitive salary as well as a comprehensive benefits package including medical, dental, vision, and transportation benefits.

This is an exempt, full-time position. This position follows a year round calendar at the Regional Support Office.

Physical, Mental and Environmental Demands
Physical - Ability to navigate office and school campuses, and hold meetings in different spaces. Traditionally, much of the day involves sitting. Ability to access and utilize technology. Occasional lifting/carrying of equipment 1-20 lbs.

Mental - Stress of deadlines and normal work standards, ability to analyze problems and generate alternatives, work with interruptions, concentrate for long periods of time, read, calculate, perform routine math problems, memorize and recall objects and people.

Environmental - Office environment subject to constant interruptions and distractions. Frequent classroom/school environment and travel. In emergency context (e.g., pandemic) work may be conducted virtually fully or partially for extended periods of time or longer, and the expectation is that the individual will establish a productive, remote work environment (e.g., ability to stay connected through different technology means).

About KIPP Public Schools Northern California
We are a thriving nonprofit network of 16 free, public charter schools open to all students. At KIPP, we believe all children should grow up free to create the future they want for themselves and that schools can and should be a critical factor in making that vision a reality. Together with families and communities, we create joyful, academically excellent schools that prepare students with the skills and confidence to pursue the paths they choose—college, career, and beyond—so they can lead fulfilling lives and build a more just world.

Our student community consists of over 6,000 elementary, middle, and high school students in East Palo Alto, Oakland, San Francisco, San Lorenzo, San Jose, and Redwood City. 79% qualify for free or reduced price lunch, 23% are English language learners, and 10% have special needs. We strive to cultivate a representative team of teachers and leaders that reflect our students’ diversity.

How To Apply
Please submit a cover letter and resume by clicking apply on this page.