Job Title: Related Services Coordinator

Reports To: Executive Director of Special Education and Whole Child Support

Contract Length: 252 Days

Exempt/Nonexempt: Exempt

Department: Special Education/ Related Services

 

 

Reynoldsburg City Schools is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. At Reynoldsburg, our educators embody the principles outlined in Our Portrait of an Educator, inspiring students to innovate, collaborate, and excel. For more information, visit https://www.reyn.org/about-rcs/mission-vision-values.

Primary Job Function

The Reynoldsburg City Schools’ Related Services Coordinator provides districtwide administrative leadership, operational oversight, and direct supervisory management for Related Services programming, compliance, operations, and service delivery. This role covers all related services personnel, including Speech-Language Pathologists, School Psychologists, Occupational Therapists, Physical Therapists, Board Certified Behavior Analysts, Nurses, and Related Service Assistants.

Working under the Executive Director of Special Education and Whole Child Support, this role ensures high-quality, compliant delivery of therapeutic, psychological, nursing, and behavioral services across the K-12 continuum. Key operational mandates include directing districtwide evaluation and reevaluation operations from referral through completion; managing Parent/MTSS evaluation referral processes; leading staffing, vacancy tracking, recruitment, and workload allocation; building standard operating procedures (SOPs), tracking dashboards, and quality-assurance systems; managing department budgets and contracted providers; and driving continuous operational improvement aligned with Ohio Principal Evaluation System (OPES) administrative standards.

Minimum Qualifications

• Master's degree or higher in Speech-Language Pathology, School Psychology, Occupational Therapy, Physical Therapy, Applied Behavior Analysis, or Special Education Administration.
• Valid Ohio Administrative License (e.g., Pupil Services Administrative Specialist, Principal, or Superintendent).
• Valid Ohio Professional License or Credential in a Related Service discipline or Special Education.
• Minimum of five (5) years of successful experience providing related services or psychological support in a K-12 school setting.
• Must pass a criminal background check (BCI/FBI).

Preferred Qualifications

• Prior leadership experience in a related service or pupil services discipline (e.g., Lead SLP, Lead School Psychologist, Lead BCBA, or Department Head).
• Demonstrated experience in direct administrative supervision, mentoring, and formal evaluation of certified, licensed, and classified personnel using OPES/OTES state-approved frameworks.
• Proven track record in Medicaid School Program (MSP) compliance, audit readiness, and revenue optimization.
• Extensive experience managing state scholarship programs (Autism Scholarship and Jon Peterson Special Needs Scholarship) via the Ohio Department of Education and Workforce (ODEW) portal.
• Advanced expertise in workload-driven staffing models, Multi-Tiered Systems of Supports (MTSS/PBIS), and Facilitated IEP (FIEP) dispute resolution processes.

Essential Duties and Responsibilities

Primary functions include the following duties, responsibilities, skills, and abilities. This list is illustrative only and is not intended to be a comprehensive listing of all tasks performed by this position.

OPES Leadership and Mission Integration

• Drives the strategic integration of related services into the broader educational program to ensure all students with disabilities have equitable access to learning.

Ethics and Professional Norms

• Upholds high professional, legal, and ethical standards across the department, enforcing strict compliance with FERPA, HIPAA, IDEA, and Ohio Ethics Law.

Equity and Cultural Responsiveness

• Ensures equitable distribution of clinical resources, culturally responsive assessment practices, and appropriate accommodations across all in-district, out-of-district, and scholarship placements.

Curriculum, Instruction, and Assessment Alignment

• Supports multidisciplinary teams in using evidence-based therapeutic practices, specialized instructional strategies, and data-driven interventions within MTSS and PBIS frameworks.

Professional Capacity, Staff Evaluation, and Professional Learning

• Conducts formal administrative performance evaluations and coaching for assigned certified, licensed, and classified personnel—including Speech-Language Pathologists, School Psychologists, Occupational Therapists, Physical Therapists, BCBAs, Nurses, and Related Service Assistants—using Ohio evaluation frameworks (OPES/OTES alignment).
• Leads staff onboarding, orientation, ongoing technical assistance, professional development, and department-wide training for all related services staff.
• Develops and facilitates discipline-specific and department-wide meetings and continuous professional learning opportunities.

Staffing and Workload Allocation

• Oversees districtwide vacancy tracking and staffing projections to maintain baseline capacity across all district buildings.
• Directs candidate recruitment, screening, interview participation, selection, and internal staffing processes in close coordination with Human Resources.
• Manages contractor onboarding requirements (including documentation, system access, badges) and coordinates staff offboarding and transitions.
• Balances staff caseloads and workloads by analyzing evaluation volume, building responsibilities, meeting commitments, direct service minutes, and travel requirements against student service needs and evaluation demand.
• Develops operational solutions when vacancies, medical leaves, internal transfers, or enrollment shifts create service-delivery challenges.

Evaluation Management

• Coordinates districtwide School Psychology and Speech-Language Pathology assignments, evaluation workloads, and capacity.
• Directs the Parent and MTSS evaluation referral processes from initial referral through team assignment and evaluation planning.
• Monitors Evaluation Team Report (ETR) and reevaluation due dates, enforcing proactive evaluation timelines and internal completion targets.
• Identifies overdue or compliance-at-risk evaluations and coordinates swift corrective action.
• Monitors psychologist capacity continuously and redistributes evaluation assignments as needed.
• Coordinates the daily work and deployment of Related Services Assistants supporting psychologists and SLPs.
• Establishes consistent evaluation procedures, standardized expectations, and documentation workflows across all school buildings.

Contract Provider Management

• Identifies when contracted vendor staffing is required due to internal capacity limitations or specialized student needs.
• Coordinates contracted candidate review, interviewing, placement, and system onboarding with district HR.
• Oversees third-party agency contracts, contracted tele-therapists, and external service providers, ensuring active agreements/contracts are fully executed before services are assigned.
• Monitors unfilled contracted positions, agency vacancies, provider changes, and service delivery continuity.
• Directs agency communications and addresses performance, attendance, availability, or service delivery concerns directly with contracting vendors.

Medicaid Program Administration

• Directs the administration and documentation of the Medicaid School Program (MSP) to maximize federal cost reimbursement and ensure audit readiness.

Scholarship Program Oversight

• Oversees application processing, documentation verification, and ODEW portal compliance for the Autism Scholarship and Jon Peterson Special Needs Scholarship programs.

Budget, Procurement, and Resource Management

• Manages department budgets, financial planning, and purchasing/procurement processes across all related service lines.
• Prepares and coordinates purchase orders, Green Sheets, quotes, administrative approvals, invoices, and required financial documentation.
• Verifies that all vendors and contracted entities are established within the district system before initiating purchases or assigning services.
• Monitors expenditure trends for contracted related services, specialized testing materials, adaptive technology, and clinical equipment.

Assistive Technology, Equipment, and Discipline Materials

• Supervises the purchasing, inventory allocation, maintenance, and replacement of specialized assistive technology, adaptive equipment, and discipline-specific clinical testing materials across all district facilities.

Compliance and Audit Oversight

• Develops compliance dashboards, reporting tools, and proactive risk-identification systems to eliminate non-compliance, specifically targeting Indicator 11 (Evaluation Timelines).
• Establishes internal lead-time expectations to guarantee evaluations and IEPs are fully processed prior to legal deadlines.
• Implements and enforces ETR and IEP quality-assurance checklists and standardized submission processes.
• Conducts routine compliance audits on ETRs, IEPs, and Medicaid service logs across all grade levels.

Legal and Dispute Facilitation

• Facilitates district-level dispute resolution, Facilitated IEPs (FIEPs), and Manifestation Determination Reviews involving specialized related services.

Out-of-District and Transition Coordination

• Coordinates service delivery and compliance monitoring for students in out-of-district placements, non-public settings, and Grade 23/Transition programs.

Systems, Data, and Process Management

• Develops and maintains the Related Services Warehouse and centralized repository of resources, guidance, and clinical tools.
• Creates, documents, and updates departmental Standard Operating Procedures (SOPs), standardized workflows, forms, templates, checklists, and operational guidance.
• Builds and maintains dynamic dashboards and tracking tools (e.g., SameGoal, PowerSchool, Looker Studio) to monitor compliance, staffing, workload, evaluation referrals, and service delivery metrics.
• Generates recurring administrative reports, including compliance-risk and upcoming due-date tracking.
• Evaluates administrative and clinical processes continuously, redesigning workflows to eliminate operational inefficiencies or compliance vulnerabilities.
• Ensures all departmental operating systems are documented comprehensively to preserve operational continuity through leadership or staffing transitions.

EMIS and Data Systems Integration

• Collaborates with district EMIS coordinators, PowerSchool, SameGoal, and other administrative data platforms to maintain accurate student and personnel records.
• Identifies and resolves data discrepancies affecting Related Services reporting, state funding, or evaluation metrics.

Cross-Department Collaboration

• Partners with Human Resources (HCM) on recruitment, onboarding, staffing updates, personnel actions, and vacancy tracking.
• Collaborates with Finance/Purchasing on vendor setup, purchase orders, contracts, and department expenditures.
• Coordinates with EMIS/Data Personnel to guarantee accurate state reporting and system integrity.
• Partners with Technology to ensure appropriate system access, hardware allocation, and software tools for staff.
• Works closely with Building Administrators regarding staffing allocations, evaluation processes, service delivery, and facility-level operational concerns.
• Collaborates with Special Education Leadership on compliance standards, specialized programming, workload balancing, and complex student cases.
• Liaises with External Agencies and Contracted Providers regarding service delivery, contract execution, and candidate placements.

Knowledge, Skills and Abilities

Knowledge of:

• Federal and state special education laws, including IDEA, HIPAA, FERPA, and Ohio Operating Standards for Children with Disabilities.
• Ohio Principal Evaluation System (OPES) administrative standards and evaluation models for specialized pupil personnel.
• Professional scope of practice, standards, and assessment methodologies for SLPs, OTs, PTs, School Psychologists, BCBAs, and School Nurses.
• Medicaid School Program (MSP) documentation requirements and ODEW scholarship portal operations.
• Multi-Tiered System of Supports (MTSS), Positive Behavioral Interventions and Supports (PBIS), and crisis prevention frameworks.
• Advanced compliance monitoring tools, state Indicator 11 requirements, and specialized data reporting software (SameGoal, PowerSchool, Looker Studio).

Skilled in:

• Administrative supervision, professional evaluation, onboarding, and team building across multidisciplinary clinical specialties.
• Workload and caseload analysis, vacancy forecasting, and strategic deployment of pupil personnel.
• Developing operational SOPs, workflows, dashboards, and centralized resource repositories.
• Conflict resolution, mediation, and managing complex parent or inter-agency negotiations.
• Program budget management, procurement workflows (purchase orders, Green Sheets), and vendor contract oversight.
• Effective written and verbal communication with diverse educational, clinical, legal, and family stakeholders.

Ability to:

• Lead, inspire, and hold accountable a diverse team of specialized educational and healthcare professionals.
• Manage complex districtwide operations, balance competing legal deadlines, and maintain thorough compliance records.
• Utilize student outcome data, workload analytics, and compliance dashboards to drive continuous departmental improvement.
• Build collaborative, trusting relationships with district staff, building administrators, families, community partners, and state agencies.

Physical Demands & Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions in keeping with law.

• Physical Demands: While performing the duties of this job, the employee is regularly required to communicate with others. The employee is required to sit or stand and move around for extended periods of time. While performing the duties of this job the employee must be able to push, pull, lift and carry over 25 pounds on occasion.
• Working Conditions: The employee in this position may experience occasional exposure to blood, bodily fluids and tissue. The employee may also be required to interact with unruly children.
• Driving Requirement: This position may require driving to various school sites or events.

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the employee. The employee will be required to follow the instructions and perform the duties required by the employee’s supervisor and or appointing authority.