Spectrum Program Coordinator
Full-Time Non-Exempt
ABOUT NEW ROADS
In an authentically diverse community reflective of Los Angeles, New Roads prepares young people for life by developing in them a personal dedication to learning, a respect for independent thinking, an expanding curiosity about the world and its people, and a commitment to the common good.
https://www.newroads.org/
POSITION SUMMARY
The Spectrum Program is a hallmark program of New Roads School. It is designed to create educational options and interventions, within a regular school environment, for students that meet the diagnostic criteria specified in the revised DSM-5 for Autism Spectrum Disorder; formally categorized as Asperger’s Syndrome or High Functioning Autism. The program targets academically capable students diagnosed with ASD and takes a fresh approach to addressing their needs by both: a) including them in neurotypical academic classes and campus activities, and b) providing concentrated, daily focus on improving our students’ social and real-world functioning skills within the specialized Spectrum Life Skills curriculum. The program’s main goal is to provide support to our students in developing executive functioning skills, organization, time management and self advocacy. These life skills can be translated into students’ everyday lives and beyond graduation.
The Spectrum Coordinator reports directly to the Spectrum Program Director. The Spectrum Coordinator is responsible for communicating the spirit and values of New Roads. They will manage the daily operations of the Spectrum Program by providing comprehensive administrative support. The Spectrum Coordinator will also serve as the administrative assistant to the Spectrum Program Director. In addition, this position assists with all Spectrum Admissions and is involved in all facets of the admissions process (from initial contact through acceptance and enrollment).
ESSENTIAL DUTIES AND RESPONSIBILITIES
Communication Verbal
- Act as the point of contact for the Spectrum Program community (including parents, students, faculty, staff, and the public)
- Greet and welcome Spectrum Program visitors and prospective families
- Answer phones, screen calls, take messages, and gather all pertinent information for the Spectrum Program Director. Follow-up and direct messages to appropriate school personnel; provide updates on the status of important calls and initiate the appropriate follow-up in a timely manner.
- Communicate events and meetings to Spectrum Team on a weekly basis
- Provide daily updates for the Spectrum Director regarding meetings or events they need to attend
- Communication Written
- Compose, update, edit, print, file and distribute correspondences and documents in collaboration with the Spectrum Director
- Assist the Spectrum Director in preparing reports, documents, agendas, and communications as needed
- Work with the Spectrum Director on the creation and oversight of the annual Spectrum budget; manage and keep records of reimbursement receipts and report the monthly reconciling of the credit card statements to both the Spectrum Director and the Business Office.
- Manage and maintain student files, including all required annual forms, immunizations, IEPs, Neuropsychological reports and authorizations to speak with providers
- Spectrum Program Admissions (Communication Written, Verbal, and Calendaring)
- Implement and execute the Spectrum Program Admissions Process and Timeline
- Respond to general inquiries and requests for admissions applications
- Manage inquiries and RSVPs for all admissions events including Information Nights, Shadow Days, Student Interviews, and Student Panels
- Schedule meetings with the Admissions Department
- Schedule interviews with prospective applicants/families
- Enter applications in the admissions database as needed
- Create and maintain files for applicants (electronic and hard copy files)
- Manage correspondences for Spectrum Admissions
- In conjunction with the Admissions Team, communicate reminders regarding Admissions events, applications, teacher recommendations, and other pertinent documents or information
Calendar
- Manage the Spectrum Director’s daily google calendar and schedule
- Coordinate Spectrum Program events for the school’s master calendar
- Coordinate details of Spectrum Program events, including: invitations, catering, volunteers, facility reservations and setups, and rental of supplies. Examples include, but are not limited to: Spectrum Parent Mixer, Big/Little Lunches, Film Festival Night, Admissions events and Parent Potlucks.
- Anticipate and execute coordination for annual and monthly Spectrum events and meetings
- Coordinate monthly parent meetings and manage Spectrum Program calendar, anticipating and resolving scheduling conflicts and prioritizing appointments
- Book classrooms and space for Spectrum events and activities. Review all Spectrum activities on a monthly and weekly basis; organize event facilities requests; prioritize and resolve any conflicts
- Assist in the scheduling of field trips and class trips, including (but not limited to): vendor contracts, faculty assignments/chaperones, substitute coordination, student trip form tracking, transportation, daily accommodations, facilities requests, permission slips, and catering
Faculty
- Attend Spectrum Program faculty meetings, taking notes and following up on action items
- Assist all Spectrum teachers with organizational tasks and recording of student progress
- Support Spectrum Team in coordinating Spectrum Student Orientations
Students
- Assist Spectrum Admissions in scheduling student shadow days and other visiting students
- Work with Spectrum Director and Spectrum teachers to coordinate details for Spectrum events, staff for special events including, when necessary, invitations, menu planning, volunteers, facility reservations and rental of supplies.
- Support Spectrum Study Halls daily
General
- Provide administrative support to the Spectrum Program Director
- Serve as a member of the Spectrum Emergency Response Team
- Support Emergency protocol and create/update the Spectrum Emergency Book
- Assist Spectrum Director with staffing substitutes
- Ensure office/general school supplies for Spectrum Program are stocked
- Coordinate/organize welcome gifts for families, teachers, students and staff
- Coordinate/organize graduation gifts for students
- Support the Spectrum teachers and Spectrum students
- Perform other duties as directed by the Spectrum Program Director
