CAVA - Related Services Coordinator

CAVA- Related Services Coordinator Pool- for positions that may arise 2026-2027

Application Deadline: Friday, July 31st at 4:00pm

ABOUT THE CALIFORNIA VIRTUAL ACADEMIES: 

The California Virtual Academies (a network of 9 public charter schools) delivers online/virtual home based instruction to students in grades TK-12 in California. We use K12, inc. as our curriculum provider for the basis of instruction and teachers provide live instruction via the Engageli platform. While our schools do offer some scheduling flexibility, students are still required to log into the online school daily, complete coursework, and attend instructional sessions. 

HOURS AND SALARY INFORMATION: 

Full Time: Monday-Friday 8:30am-4:00pm. You are not allowed to have another job during these contracted hours.
Starting Hourly Rate: $23.25 - $37.17

We do participate in CalPERS. Please contact your CalPERS counselor about how employment with California Virtual Academies may affect your personal PERS account. Only full time employees are offered health, dental, and vision benefits. Benefits information is only given out upon offer. We do provide training for all programs and we have a great staff to serve as your support system.

JOB DESCRIPTION

Job Title: Related Services Coordinator 
Reports To: Related Services Manager
FLSA Status: Non-Exempt 
Department: Special Education Department


Overview: Virtual schools are new models in public education. They look both backward to what we know works well in providing related services to our students, and forward to see how technology can help us implement these strategies with children. A Related Services Coordinator is part of a pioneering effort. Our Coordinators, therefore, need to share the school’s pioneering mission and approach.


Summary: The Related Services Coordinator position is a fast-paced role that ensures students individual education plan (IEP) related service needs are met in a timely and efficient manner.  This role serves as the contact point for all teachers, staff, and service providers at the school regarding therapy and related services provided to students through an IEP or 504 Plan. They monitor service and assessment assignments, case logs and billing.  Communication is completed virtually via Zoom, phone, emails, and instant messaging. This role is responsible for adhering to federal and state procedures, timelines, and required reporting regarding the acquisition and provision of these services to students.    


Essential Functions:  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. 

• Oversees the related service (RS) program at the school
  1. Analyzes data to determine strengths and needs of therapists, providers, and/or teachers with regards to the effectiveness of the RS program at the school 
  2. Analyzes data to ensure the RS program is implemented in the most efficient way possible
  3. Supports schools, providers, and therapists with the set-up and maintenance of the California Schools online database, MARVIN, or other online related service database.
  4. Directly supports the Director of Student Support Services in the oversight and implementation of the Related Service Program at the school.
• Oversees development of a statewide network of providers within the private and public (hospitals, universities, schools, etc.) sector     
  1. Oversees the establishment of contracts with service providers, including negotiating fair market rates
  2. Oversees, reviews, and ensures existing contracts are compliant (current licensure, documentation) 
  3. Ensures the maintenance of a current and accurate database of related service providers
• Ensures that MARVIN or other school database is utilized to ensure prompt and accurate delivery of related services
  1. Coordinates appropriate placement of students requiring virtual related services in less than one week with a contracted provider 
  2. Coordinates appropriate placement of students requiring in person related services in less than one week with a provider within 30 miles of the student’s home 
  3. Ensures the tracking tools for students receiving related services are maintained
  4. Ensures proper documentation is received including progress reports, evaluations, and IEP documentation
• Ensures related service policies and procedures are implemented and followed
  1. Monitors and ensures that IEP requirements for RS goals and services are met 
  2. Ensures attendance policies are implemented and enforced for students receiving RS  
• Ensures training for all related services stakeholders
  1. Ensures Providers on related service platforms, such as MARVIN are properly trained and using the platform correctly 
  2. Ensures Therapists and school personnel (including teachers, Related Services Coordinators, Data Entry Team, etc.)  are trained on service platforms such as MARVIN
  3. Ensures individuals who directly support the school on verification and approval of RS invoices are properly trained 
• Works with providers/schools when conflicts arise in a professional and prompt manner

Supervisory Responsibilities: This position has no formal supervisory responsibilities.

Minimum Required Qualifications:  

Certificates and Licenses: 

None required.

OTHER REQUIRED QUALIFICATIONS:  

• Ability to problem solve independently and have a high level of organization
• Ability to embrace and adapt to change
• Ability to work independently 
• Ability to maintain a professional home office without distraction during workday 
• Ability to manage resources well (including tools, time, and task prioritization)
• Ability to rapidly learn and adapt to new technologies and online platforms 
• Strong communication, organization, and interpersonal skills
• Microsoft Office (Outlook, Word, Excel, PowerPoint, Project, Visio, etc.); Web proficiency. 
• Ability to pass required background check 

DESIRED Qualifications (Not REQUIRED):

• Experience working with public or charter schools 
• Experience working with special education and/or related services

 
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical Demands:

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and/or move up to 15 pounds. While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.

Restrictions on Time Off:

TBD based on the school calendar

* Use of sick time under the California Healthy Workplaces, Healthy Families Act of 2014 may be approved during the above restricted dates

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.