Substitute Teacher Coordinator

Richmond, CA

Full Time

School-Wide (Leadership & Staff)

Mid Level

Job Description

Title: Substitute Teacher Coordinator

Division: School-wide

Reports to: Manager of School Operations

Status: Full-time, Non-exempt

Salary: $28.00/hr-$32.00/hr and $12,000 Temporary Cost of Living Allowance and MWA Benefits

Summary

The Substitute Teacher Coordinator is responsible for coordinating the process of filling teacher absences by finding and scheduling qualified substitute teachers to cover classrooms when regular teachers are unavailable, ensuring smooth continuity in the learning environment by coordinating with teachers, substitutes, and school administrators to maintain proper coverage. This person works from 7:30 a.m. to 4:30 p.m., regular and reliable attendance is an essential function of this position.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Agency Substitute Teacher Coordination

Collaborate with school administrators and teachers to effectively communicate absences and substitute assignments. Receive and process teacher absence notifications, contact temporary staffing agencies (Scoot, Swing) to fill short-term coverage needs, and confirm scheduling details.
Provide agency substitute teachers with orientation and training on school policies, procedures, key contacts, and classroom management expectations. Provide overview of the school's mission, values, and instructional methodologies.
Support agencies substitute teachers with navigating the school's systems and lesson plan formats, and prepare them to manage a classroom effectively on their first day. Have agency substitute teachers follow protocols: sign in/out, parking, dress code, etc.
Connect agency substitute teachers to PowerSchool and provide them with a FAQ sheet. Audit PowerSchool to confirm grades have been added and are accurate, and report findings to school administrators.
Support agencies substitute teachers in classroom management and instructional quality. Check in throughout the day, perhaps 3-4 times for agency substitute teachers and 1-2 times for those with experience at MWA). Address questions or concerns. Monitor adherence to lesson plans and MWA classroom management standards. Ensure agency substitute teachers are enacting any accommodations from lesson plans overseen by the Special Education team. Provide feedback to the Special Education team from agency substitute teachers.
If an agency substitute teacher is not following school rules, contact school administration and report the issue. Document the incident (date, time, and details of the violation. Attempt to address directly (if appropriate), speak to the substitute teacher privately and remind them of the school's rules and expectations. Inform the substitute teacher agency about the issue and request that they address it with the teacher. Always consult with People Operations regarding agency substitute teacher conduct and disciplinary procedures.
Maintain accurate records of substitute assignments. Track attendance, hours worked, schedules, and performance (and any incidents/issues) using Google Sheets (including tracker and huddle tracker). Provide regular updates via Slack to school administrators. Prepare and submit weekly reports on coverage. Complete agencies’ feedback forms and share observations with agencies via email.
Keep materials for Have agency substitute teachers up to date and ensure laptops have needed passwords. At the end of day, check out agency substitute teachers, and ensure all tools are returned and feedback is collected.

Mission Alignment

Demonstrate knowledge of, and support, Making Waves Academy’s mission, core values, standards, competencies, and code of conduct outlined in the Employee Handbook.
Participate in the school community – attending school competitions, performances, assemblies, and supporting student events, student clubs, and club advisors.

Work Environment

This job operates in an indoor and outdoor school environment and routinely uses standard office/school equipment.
Light/local travel may be required on occasion.

Physical Demands

The employee may be required to sit, stand or walk for extended periods of time; lift and carry materials up to 30lbs.; reach overhead/bend; push/pull. Must possess the ability to use hands and fingers to operate computers, keyboards, etc.; must have the ability to view written materials, computer screens, and observe activities, ensuring students' safety; must hear and communicate clearly to interact with others. The employee should be able to move throughout the campus to effectively interact with students and staff.

Qualifications

Education and Experience

Bachelor's degree in education, human resources, or a related field, and 1-3 years’ work in a role (substitute teacher, teaching, recruiter) and/or in an environment (5-12 educational setting, temporary agency, customer service, human resources) that involves frequent communication with various individuals is helpful. Experience in school operations, coordination, or administration, particularly in roles related to staffing, scheduling, or human resources, is highly beneficial.
Experience in managing schedules, coordinating logistics, carrying out administrative tasks, and working with diverse groups (teachers, substitutes, administrators) is important.
Experience with tools like Google Sheets, Excel, or PowerSchool for managing records and tracking substitute attendance or performance desired.

Skills and Abilities

Exceptional communication (written and verbal) and interpersonal skills. Ability to handle conflict or challenge is essential.
Ability to prioritize tasks effectively, set deadlines, and stick to schedules; knows how to allocate time for different tasks to ensure everything gets done on time. Creates systems for organizing their tasks, files, emails, and workspace.
Ability to uphold and reinforce school policies and procedures. Ability to problem-solve and proactively address any concerns or issues that arise during the assignment of agency substitute teachers
Flexible and adaptable. Works well in a fast-paced, ever-changing environment, with changing priorities, unforeseen challenges, and evolving coverage needs.
Professional orientation, including appearance and attitude, reinforcing a culture of excellence.
Proficiency in common technological interfaces/platforms, including Google Suite, Slack, Zoom, etc.
Self-motivated. Doesn’t wait for others to tell them what needs to be done; takes the initiative and looks for ways to contribute without needing direction.

Licenses or Certificates

Employment eligibility will include fingerprints/Live Scan, tuberculosis (TB) screening, and other employment clearance.
Willing to obtain the Emergency Career Substitute Permit authorizes and to serve as a day-to-day substitute teacher in any classroom in an emergency.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Reasonable Accommodation
Consistent with its obligations under the law, MWA will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Equal Employment Opportunity Is Our Policy

Making Waves Academy is an equal opportunity employer. It is the policy of the School to afford equal employment and advancement opportunities to all qualified individuals without regard to their perceived or identified: race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists); color; gender, (including gender identity, gender expression, and transgender identity, whether or not the employee is transitioning or has transitioned); sex (including pregnancy, childbirth, breastfeeding, and medical conditions related to such); religious creed (including religious dress and grooming practices); marital/registered domestic partner status; age (forty (40) and over); national origin or ancestry (including native language spoken and possession of a driver’s license issued to persons unable to prove their presence in the U.S. is authorized by federal law); physical or mental disability (including HIV and AIDS); medical condition (including cancer and genetic characteristics); taking of a leave of absence pursuant to the Family Medical Leave Act (“FMLA”), Pregnancy Disability Leave (“PDL”) law, Americans with Disabilities Act (“ADA”), California Family Rights Act (“CFRA”), the Fair Employment and Housing Act (“FEHA”), or laws related to domestic violence, sexual assault, and stalking laws; genetic information; sexual orientation; military and veteran status; or any other consideration made unlawful by federal, state, or local laws.

This policy extends to all job applicants and employees and to all aspects of the employment relationship, including the hiring of new employees and the training, transfer, promotion, discipline, termination, compensation and benefits of existing employees. For a full copy of our non-discrimination policy, visit: https://bit.ly/mwapublicnotices

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Making Waves Academy provides a rich academic environment, state-of-the-art facilities, abundant support and resources, and a commitment to supporting our students to and through college.

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Substitute Teacher Coordinator

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