Substitute Coordinator

Job Details

The Village School, is seeking a Substitute Coordinator.  The Substitute Coordinator will teach and supervises students, manage the Substitute process and maintains consistent communication with the Division Directors & Administrative Assistants.

Job Description

Substitutes Management

• Cover classes when needed across the school
• Maintain and operate the substitute calling system and process related documentation for the TVS
• Act as the point-of-contact at the school for Substitutes
• Monitors access to HR records and maintains proper security and confidentiality
• Substitute Management System
• Operate the automated substitute system, including data entry and generation of reports (e.g., substitute lists, absence reports, and utilization reports
• Provide training and support to all users of the substitute request form to ensure correct usage
• Receive and process requests for substitutes and schedule substitutes as needed to ensure coverage of staff absences

Substitutes Management Continued

• Call and schedule substitutes from the office to ensure coverage of staff absences
• Maintain a daily substitute placement log
• Receive and process substitute applications and screen and interview substitute applicants
• Schedule, organize, and participate in substitute orientations
• Prepare, distribute, receive, and file substitute employee evaluation forms
• Records, Reports, and Correspondence
• Maintain active and inactive substitute list and distribute to divisions
• Maintain physical and computerized substitute records, including personnel file

Substitutes Management Continued

• Prepare and submit the information required for processing substitute employee payroll
• Monitor long-term substitute assignments for long term sub rate eligibility
• Work cooperatively with payroll and other HR staff to ensure the accuracy of leave reports and substitute
• Continuous follow up on open items to ensure accuracy and completion.

HR Duties

• Provide administrative support for reports and or projects, mail distribution, confidential filing, phone coverage, scanning and indexing employee data.
• Preparation and support of data collection for internal/external audits (401K, Payroll, etc).
• Addresses employee inquiries, and refer non-routine items to appropriate HR or other department personnel for action, in a timely manner.
• Collaborates effectively with the HR team and other school staff.
• Own new hires, vendors & volunteers safeguarding and background tracking process and documentation.
• Effectively communicate and be comfortable with interacting with all levels within the organization (i.e. Head of School, Leadership, staff and vendors). 

Health & Safety Compliance

• Accurately track, input, and maintain employee and vendor safeguarding compliance data.
• Weekly audits and reports are performed to ensure school compliance at all times.

Required Skills/Abilities

• Bachelor's Degree Required
• HR Experience (Preferred)
• At least 2 years supporting Substitutes
• At least 2 years Substitute Teaching experience
• Administrative Duties (MS Office, PowerPoint, Excel, etc...)
• Customer Service Skills
• Comfortable working in multiple HR platforms