Substitute Coordinator

Job DetailsLevel: ExperiencedJob Location: High School - Orange, CA 92867Position Type: Part-time (21-29 hrs/week) 10 monthsEducation Level: 4 Year DegreeTravel Percentage: NoneJob Shift: DayJob Category: EducationPOSITION SUMMARY

The Substitute Coordinator is responsible for assigning substitute teachers and overseeing all related protocols. This position supports the various clerical and administrative duties of Academics, and any additional administrative support for the Academic programs at OLu. The Substitute Coordinator serves as a liaison with HR and faculty for all attendance and time-off policies and procedures, and maintains a healthy support of both entities. 

Reports to: Dean of Science and Math

Supervises: None

ESSENTIAL DUTIES

Substitute teacher protocols 

Upon a Dean's approval of pre-arranged absences for all faculty time off requests, contact and assign substitute teachers, ensuring all teacher absences are covered promptly
Arrange substitutes for all unplanned and prearranged teacher absences
Maintain and update the Sub Scheduler, documenting all substitute assignments, including teacher absences, periods, substitute names, and timeframes
Create a daily substitute teacher packet for each sub 
Update and maintain a list of approved substitutes, regularly assess their performance, and provide feedback to Academic Deans as needed
Track scheduled hours for substitute teachers and keep the Dean of Science and Math informed
Review and approve substitute teacher punch change requests


Substitute/Faculty Records

Reconcile the Sub Scheduler and Paycom to ensure data alignment and accuracy
Review and verify substitute teacher timesheets in Paycom at the close of each pay period before final approval by the Dean of Science and Math
Process documentation to pay teachers who sub in Paycom
Follow up with teachers who need to submit time off in Paycom
Work with teachers and Deans to fix incorrect Paycom submissions
Confirm with Human Resources and notify Academic Deans when teachers go over their allotted sick time
Track teacher time off for reasons other than sick time
Follow up with teachers to fill out the Google form for all professional time off


Faculty Records Accountability:

Maintain accurate records of faculty daily attendance taking
Coordinate with Academic Deans to address any attendance-related issues. Both course attendance and teacher attendance
Create Forms for all necessary documentation, including the Faculty Locator, Sub Scheduler, Teacher Time-off Tracking, and verify time card accuracy


Administrative support for academics

Provide administrative support to the Academic Deans, as needed

ADDITIONAL DUTIES

Assist in any other tasks related to school operations as assigned by the Academic Administration

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below are representative of the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position

Education

Bachelor's degree preferred.

Experience

2-3 years of clerical/administrative experience; prior experience in an educational setting preferred

LICENSES, CERTIFICATES, AND CLEARANCES

Cleared Background/Fingerprint check
Valid CPR and First Aid certifications
Cleared TB assessment
Completion of Ministry Safe Training

KEY COMPETENCIES

Knowledge

General office and administrative practices and procedures, including records management, document creation, and workflow coordination
Understanding of timekeeping processes, with the ability to navigate and review timesheets and submission workflows in a payroll platform; experience with Paycom preferred
Google Workspace applications, including the ability to create and manage Forms, Sheets, and related tools used for tracking and documentation
Basic human resources practices as they relate to employee attendance, leave policies, and time-off procedures, with an understanding of when to escalate matters to HR
California wage and hour basics as they relate to timekeeping accuracy and payroll submissions, particularly in the context of reviewing and approving employee time records
Academic and school operations, including an understanding of how faculty scheduling, course coverage, and attendance tracking function in a high school environment
Confidentiality standards and professional discretion in the handling of sensitive personnel and attendance information

Skills and Abilities

Strong attention to detail, including proficiency in grammar, punctuation, and written communication
Excellent verbal and written communication skills with the ability to interact professionally with students, families, faculty, and staff
A collaborative and team-oriented approach t