Contingent Staffing Program Coordinator

Company Description

KIPP Texas Public Schools is a network of 59 public charter, open-enrollment, pre-k-12 schools educating nearly 34,000 students across Austin, Dallas-Ft. Worth, Houston, and San Antonio. Together with families and communities, our mission is to create joyful, academically excellent schools that prepare students with the skills and confidence to pursue the paths they choose —college, career, and beyond—so they can lead fulfilling lives and build a more fair world.

Founded in Houston in 1994 and operating as KIPP Texas since 2018, we are looking to hire a diverse team of dynamic, collaborative, and dedicated individuals with an unyielding belief that every child will succeed. KIPP Texas is a team and family with an unwavering commitment to creating classrooms, offices, and communities rooted in belongingness, academic success and joy.

KIPP Texas is part of the national KIPP network of 255 college-preparatory public charter schools in 20 states and the District of Columbia. Nationwide, KIPP students complete four-year college at a rate of 36 percent, comparable to the national average for all students.

Job Description

ROLE OVERVIEW

The Contingent Staffing Coordinator will assist in developing, maintaining, and executing the infrastructure for our substitute program, maintain fiscal records and compliance, and provide general administrative support to the Contingent Staffing Team. This position serves a critical role in ensuring there is no stoppage in learning for students through their seamless management of our substitute program which currently covers over 30,000 requests a year and is growing to hire over 500 substitute teachers in the next few years.

MAJOR RESPONSIBILITIES AND DUTIES

1. Contingent Staffing Recruiting, Hiring & Onboarding Process

•  Post job descriptions for open pooled substitute positions on the KIPP Texas application system (SmartRecruiters)

• Support the pre-screening process for Contingent Staffing Program Managers, as needed

• Partner with HR and Contingent Staffing Team to matriculate new substitute teachers to start as soon as possible, support new substitute teachers in the process

• Coordinate onboarding for new substitute teachers upon hire, including managing the completion of required compliance training for all KTX staff

• Maintain an accurate substitute database system in Frontline by adding new substitute teachers upon HR Clearance with the required setup for proper payroll payout

• Coordinate with IT to get new substitutes KIPP Texas emails and passwords setup                

• Coordinate with the Operations or Facilities team to get access cards for new substitutes hired

• Monitor HR process and setup into ADP

1. Contingent Staffing Payroll & Budget Process 

• Administer time and labor reporting for substitute teachers as aligned to the payroll calendar for dates of service 

• Run bi-weeky payroll reports and audits for accuracy by the payroll calendar deadlines assigned

• Coordinate with Payroll Team to ensure substitute teacher payroll is accurate or makes appropriate adjustments for special payroll runs when error occurs

• Support Contingent Staffing Program Managers on the campus management of jobs being reconciled in Frontline for proper payroll submission

• Maintain accurate account codes and budget-related coding in the substitute database system, Frontline (audited monthly, setup annually)

1. Contingent Staffing Program - Admin Support

• Support Contingent Staffing Personnel -related inquiries via phone and email, specially for new hire or payroll questions

• Work alongside the Contingent Staffing Managers to execute logistics for events such as job fairs, sourcing, and cultivation events (in-person or online), as needed

• Serve as a go-to coordinator the day of for large and/or small-scale events 

• Checking invoices for accuracy   

1. Substitute Teacher Database (Frontline) System Support & Audits

• Conduct audits between ADP and Frontline for employee data, and time off data on a monthly basis to ensure data integrity

• Maintain campus users' permissions, and access, as indicated by Contingent Staffing Program Managers

• Add web alerts to Frontline for subs and campus users, as indicated

• Partner with IT for Frontline troubleshooting or data-feed errors, as needed

• Partner with HR for audit findings of staff data errors or t