Program Associate I - ESE Ancillary Evaluations - Intake Coordination

Job Description

Job Title

Position Title: Program Associate I, ESE Ancillary Evaluations - Intake Coordination

Location: Moses Field Center, 1100 Sheridan, Detroit, MI 48214

Salary: $75,048 - $98,163

Reports to: Senior Director of Ancillary Evaluations

Bargaining Unit: OSAS

Benefits Eligible: Yes

Telecommuting Eligibility: Site-based. Not eligible for telecommuting.

In accordance with the Agreement between the Organization of School Administrators and supervisors and the Detroit Public School Community District the following vacancy is announced:

Position Summary:

The Program Associate I supports the daily intake, processing, and tracking of special education evaluation referrals within the ESE Ancillary Evaluations Department. This position serves as an initial point of contact for families, school-based personnel, and evaluation teams to ensure referrals are received, documented, and routed appropriately.

The Program Associate I is responsible for maintaining accurate referral records, responding to inquiries, assisting families with the intake process, and monitoring outstanding documentation and next steps. Working under the direction of evaluation leadership, this position helps ensure an organized, timely, and family-centered referral process.

This role is essential to supporting efficient departmental operations, consistent communication, and timely access to special education evaluations for students across the District.

Minimum Qualifications:

• Associate degree or equivalent combination of education, professional experience, and demonstrated skills preferred.
• 1-2 years of experience in administrative support, intake coordination, customer service, data entry, or a related field preferred.
• Knowledge of special education referral and evaluation processes preferred.
• Experience communicating with families, school personnel, and multidisciplinary teams preferred.
• Familiarity with PowerSchool Special Programs, EDPlan, or other student information systems preferred.
• Proficiency in Microsoft Office, including Excel, Outlook, Word, and Teams.
• Strong organizational and time-management skills.
• Excellent oral and written communication skills with an emphasis on customer service.
• Ability to accurately enter, maintain, and update information in electronic tracking systems.
• Strong attention to detail and ability to maintain confidential student information.
• Ability to follow established procedures, monitor assigned tasks, and meet deadlines.
• Ability to manage multiple requests and shifting priorities in a fast-paced environment.
• Strong interpersonal skills and ability to work collaboratively with families, schools, and District personnel.
• Ability to identify concerns and communicate them to the appropriate supervisor.

Essential Functions:

Receive, review, and document incoming special education evaluation referrals submitted through District-approved intake systems, electronic forms, email, and other established channels.

Review referral submissions for completeness and identify missing information or required documentation.

Contact families and school-based personnel to request missing information and provide clarification regarding referral requirements.

Enter and update referral information in designated tracking systems, ensuring accuracy and timely documentation.

Route completed referrals to the appropriate evaluation supervisor or designated team according to established departmental procedures.

Maintain organized electronic records of referral dates, intake status, team assignments, parent communication, and next steps.

Serve as an initial point of contact for families and school personnel regarding evaluation referrals and intake procedures.

Respond to telephone calls, emails, and electronic inquiries in a timely, professional, and courteous manner.

Provide families with general information about the evaluation referral process, required documentation, and anticipated next steps.

Conduct follow-up communication with families and school personnel regarding incomplete referrals and outstanding information.

Document parent contacts, inquiries, and follow-up actions in the appropriate tracking system.

Refer complex questions, unresolved concerns, and time-sensitive matters to evaluation leadership for further assistance.

Maintain accurate and current intake logs, referral trackers, and electronic records.

Monitor assigned referrals for outstanding documentation, pending assignments, and required follow-up actions.

Assist with tracking referral volume, processing status, and intake-related timelines.

Identify incomplete referrals, potential delays, or documentation concerns and notify the appropriate supervisor.

Prepare routine reports and summaries related to referral status, pending actions, and intake activity as requested.

Support accurate documentation and recordkeeping practices consistent with District procedures and confidentiality requirements.

Provide daily administrative support to the ESE Ancillary Evaluations Department, including scheduling, correspondence, data entry, and document organization.

Assist evaluation supervisors and team members with maintaining organized referral information and supporting documentation.

Use established intake procedures, communication templates, and tracking tools to ensure consistency across the department.

Assist families and school personnel with navigating District-approved referral submission processes.

Participate in departmental meetings, training, and process improvement activities as assigned.

Support the implementation of updated intake procedures, electronic tracking systems, and departmental workflows.

Perform other duties as assigned.

Security Clearance:

Internal Applicants

If you are a current Detroit Public Schools Community District employee, you do not have to submit to a new security clearance, unless your new role requires a different type of criminal background check.

External Applicants

In alignment with Michigan law, if you are hired to fill a position, you will be required to submit to a Detroit Public Schools Community District criminal background check. Information regarding required background checks will be shared at point of hire.

Method of Application:

Applicants must apply through the online application system. Only applications submitted through the online application system will be considered for any posted position and all applications require a resume to be considered.

Successful candidates are required to submit official transcript(s) at point of offer to hire. Teaching service outside of the Detroit Public Schools Community District must be verified by the applicant's prior employer(s) prior to hire. It is the applicant's responsibility to provide all documentation (including copies) as requested.

Applicants requesting assistance during the application process should contact the Office of Human Resources via email at [email protected] or phone at (313) 873-6897.