Administrative Assistant to the

Director of Student Services

Upper Freehold Regional School District                                     Start Date:  October 12, 2026

27 High Street-District Offices

Allentown, NJ    08501

Position Purpose

To provide high-level, confidential administrative support to the Director of Student Services and manage the daily operational, financial, and compliance workflows of the Special Education and Student Services Department.

Position Overview

• Title: Confidential Administrative Assistant to the Director of Student Services
• Classification: 12-Month, Affiliated UFREA  Support Staff
• Reports To: Director of Student Services

Essential Responsibilities

Meeting Management & Master Scheduling

• Coordinate case meetings: Schedule all Child Study Team (CST), Speech, Eligibility, and Annual Review meetings at the Elementary level.
• Organize department sessions: Assist with setting up regular department meetings for Elementary, Middle, and High School Special Education staff.
• Manage administrative calendars: Track and log administrative council, key staff, board, and county director meetings.
• Evaluate personnel logistics: Schedule annual evaluation reviews for department secretaries and instructional assistants.

Financial Operations & Procurement

• Manage purchase orders: Initiate, track, and process all department purchase orders and supply requests.
• Oversee specialized vendor software: Direct and approve all Ed Data inventory orders for district special education staff.
• Coordinate contract lifecycles: Facilitate board approvals for Out-of-District (OOD) placements, Community Options, and specialized consultants (PTs, Audiologists, Psychiatrists, Neurologists).
• Support annual budget: Research, compile, and prepare data to assist the Director in annual budget development.

State, Federal, & SEMI Compliance

• Administer SEMI program: Manage the Special Education Medicaid Initiative (SEMI) workflow for 485+ students.
• Secure legal consent: Execute mass mailings to secure and log parental Medicaid consent forms into Ed Plan.
• Track time compliance: Monitor Random Moment Time Studies (RMTS) to ensure staff compliance with federal deadlines.
• Manage quarterly reporting: Verify staff pool lists, collaborate with the Business Administrator on quarterly financials, and check CST service logs.

State Testing & Data Management

• Oversee student information system: Oversee the use of IEP Frontline

  • Upload necessary documents to the Document Repository within Frontline
  • Oversee the completion and distribution of progress reports at the PK-4 level

• Assist with compiling the special education data for NJSleds submissions.

• Roster state testing: Coordinate student data entry and setup for Access and DLM testing with the Director and/or Supervisor of Special Education.

• Document compliance data: Manage the receipt of initial referrals to ensure legal compliance and assist with managing reevaluation schedules to adhere to all timelines outlined in N.J.A.C. 6A:14, Special Education code

• Support legal proceedings: Gather research, prepare files, and manage correspondence for lawsuits and Corrective Action Plans (CAPs).

Summer Programs (ESY)

• Direct program logistics: Manage all correspondence, applications, and board approvals for the Extended School Year (ESY) program.
• Organize staff workflows: Build teacher spreadsheets and assemble instructional packets for summer staff.
• Process payroll documentation: Review, verify, and route all summer timesheets for Director approval.

Program Logistics & Specialized Events

• Coordinate student transportation: Arrange specialized busing for ESY, OOD students, Pre-K, and Life Skills trips.
• Support inclusive events
• Support facilitation of SEPAG communication
• Administer software accounts: Set up and maintain district accounts for Learning Ally, Pearson, etc.

Qualifications & Skills

• Education: High School Diploma required; Associate's or Bachelor's degree preferred.
• Experience: Minimum 3–5 years of experience in school district operations or special education administration.
• Technical Proficiency: Advanced knowledge of IEP Frontline, Genesis, Google Workspace, NJSleds,  Microsoft
• Core Competencies: Extreme discretion regarding confidential student records (FERPA/HIPAA), strong multitasking, and clear communication.

Salary/Benefits - Salary/Benefits for this position shall be in accordance with the current agreed upon collective bargaining agreement.  All collective bargaining agreements are available on the District website.  https://www.ufrsd.net/page/employee-contracts-and-benefits.

Evaluation: Performance evaluated annually in accordance with Board of Education policy.