Career****Opportunity

CUPENTB628SpecialEducationAdministrativeAssistant

JE Code #62

PostedOctober***29,***2025

Internal/External

________________________________________________________________________________

**DateofAppointment:**Immediate

Reporting****to: Superintendent of Education: Dignity of the Human Person – Special Education Services Special Education Project Lead Principal

Overview:

The Special Education Administrative Assistant provides essential administrative and organizational support for all special education processes across the school board. Centrally located, this role ensures efficient coordination of services, compliance with Ministry of Education requirements, and timely communication among schools, staff, and families.

This position supports the board's commitment to equity and inclusion by assisting students with exceptional needs in alignment with Special Education in Ontario: Kindergarten to Grade 12 – Policy and Resource Guide and the HWCDSB Special Education Programs and Services.

Key****Responsibilities:

• Under the direction of the Supervisor, coordinate the Student Support Services referral process by receiving, tracking, and directing special education referrals to appropriate central staff, maintain accurate and confidential records, and ensure all files are opened, stored, updated, and closed in compliance with board and Ministry requirements.
• Support the management of Specialized Equipment Allotment (SEA), including processing referrals, following up on approvals, coordinating ordering and repairs, liaising with vendors, tracking equipment, and assisting with Ministry reporting requirements.
• Comply with Ministry of Education requirements related to special education processes, including Special Incidence Portion (SIP) submissions, audits, and other reporting.
• Under the direction of the Supervisor, administer access to board-level software support (e.g., Lexia for literacy interventions).
• Support summer special education programs, including budget tracking, procurement of materials, and approval of hours.
• Monitor expenditures and maintain financial records using Sparkrock, provide financial reports, and ensure accurate tracking of all special education-related budgets.
• Support the preparation of reports for the board, Special Education Advisory Committee (SEAC), and the Ministry of Education.
• Under the direction of the Supervisor, draft and distribute memos, letters, and reports on behalf of Special Education leadership.
• Access and report on student information within the Aspen Student Information System (including future case management modules), including generating reports on student support services, IEPs, and board compliance indicators.
• Manage a wide range of administrative tasks, including maintaining calendars and scheduling meetings.
• Support special projects and initiatives within Student Support Services.
• Use the Professional Learning platform to book and/or monitor professional development sessions, track staff attendance, and support reporting requirements.
• Act as the first point of contact for schools and families, directing inquiries to appropriate staff.
• Collaborate effectively with other administrative staff.
• Maintain secure filing systems in accordance with the Education Act and MFIPPA.
• Maintain strict confidentiality in all aspects of the role.
• Perform other duties as assigned by the Superintendent of Education or Special Education Project Lead Principal.

Qualifications**(Applicantsmustpossessthefollowingasofdateof****posting):**

• Minimum one (1) year of experience in an administrative support role, preferably within an educational or public sector setting.
• Ontario College Certificate in Office Administration or equivalent
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Canva.
• Demonstrated experience using financial and budget software (e.g., Sparkrock), student information systems (e.g., Aspen), and professional development management platforms.
• Proven ability to manage administrative processes such as referrals, audits, and equipment tracking.
• Excellent written and verbal communication skills, with experience supporting the drafting of professional correspondence and reports.
• Strong organizational and time management skills, with the ability to prioritize tasks, meet deadlines, and adapt to shifting priorities.
• Ability to work collaboratively with school and central staff, including Principals, Vice- Principals, Student Support Services, SERTs, and Senior Administration.
• Attention to detail in managing data, records, and financial documentation.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated initiative and sound decision-making skills in a fast-paced environment.
• Other Duties as assigned

Preferencewillbeconsideredforapplicantswhopossessthe****following:

• Understanding of Ministry of Education policies and HWCDSB procedures related to special education.
• Experience supporting special education services or working within a school board or educational setting.
• Familiarity with HWCDSB systems, procedures, and documentation standards related to special education.

Location:

Nicholas Mancini Centre – 44 Hunt Street, Hamilton

**Term:**Permanent

Salary:

CUPE Category 6 $29.00 - $32.17, 35-hour work week

Lastdatefor****consideration:

Thursday November 6, 2025 at 4:00 p.m.

Applicants shall submit a resume and cover letter to Apply to Education. Please include the full posting title within the subject line. Please note only those applicants eligible for an interview will be contacted.

Schools and administrative sites within the Hamilton-Wentworth Catholic District School Board (HWCDSB) give witness to the truth that Jesus Christ is the foundation and the heart of Catholic Education and the centre of its community. Central to this vibrant and student focused system is a vision of students as uniquely created in the image of God. This commitment is expressed and realized in the Board's Mission which is: “In union with our Bishop, to enable all learners to realize the fullness of humanity of which our Lord Jesus Christ is the model” Hamilton-Wentworth Catholic District School Board (HWCDSB) is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of students and our community. We actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, colour or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities.

In our efforts to ensure an inclusive, diverse and representative workforce, HWCDSB will:

• value, promote and encourage the hiring of staff from under- represented communities;
• value applicants' additional experiences, lived experience, skills, backgrounds and perspectives; • collect voluntary self-identification data from applicants in accordance with the Ontario's Ontario Human Rights Code, HWCDSB's Teacher Hiring Practices Administrative Procedures, and Anti - Racism Data Standards.

Where the required skills, ability and qualifications of candidates are relatively equal, candidates who self-identity as a member of one or more under-represented groups may be selected. The HWCDSB is also an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. We also recognize our duty to accommodate and foster a culture of inclusion. We will provide accommodations during the hiring process. If accommodation is required, please inform the Human Resources Team or Hiring Manager in advance of any part of the process. All information received relating to a candidate's required accommodation will be addressed confidentially.