Substitute Coordinator

Job Description

Job Description

Reports To: Human Resources Manager

Term: Full-time, 10-month position

Hours: 7:00 a.m. – 3:00 p.m. (Evening, morning and weekend calls will be occasionally required)

NOTE: Staff and data collection meetings are required and may extend beyond 3:30 p.m.

FLSA Status: Exempt

The Substitute Coordinator plays a key role in ensuring consistent support and instructional coverage across the Academy and Career Center programs. This individual manages staff absences — both planned and unplanned — and coordinates substitute coverage for teachers and instructional assistants. The Substitute Coordinator serves as the first point of contact for daily staff call-outs, arranges substitute assignments, and maintains accurate records of absences and coverage. The ideal candidate is highly organized, responsive, flexible, and able to problem-solve in a dynamic environment serving students with diverse learning needs.

Duties and Responsibilities:

• Function as the first line of substitute when a teacher, front desk, clinic attendant or instructional assistant calls out
• Receive and document all staff call-outs (planned and unplanned) via phone, text, or email.
• Record absences in the school’s attendance tracking system and communicate updates to relevant administrators.
• Maintain an up-to-date coverage calendar for all classrooms.
• Coordinate with the Dean of Instruction and Assistant Director of Career Center to ensure all classes, student supports, and supervision duties are appropriately covered.
• Maintain a current list of approved substitute teachers with accurate contact records
• Collaborate with the Human Resources Manager to ensure onboarding is completed (e.g., background checks, credentials).
• Coordinate with the Technology Specialist to obtain login credentials for substitutes.
• Contact substitutes promptly to confirm availability and assign them to coverage needs.
• Greet substitutes, ensure check in, receive visitor badges, and follow school safety procedures.
• Provide substitute with classroom assignments, login information, lesson plans, student information, and relevant behavioral or medical notes as authorized.
• Communicate daily coverage updates to administrators and reception.
• Track all absences, coverage assignments, and substitute hours in coordination with HR.
• Maintain record of approved emergency substitute lessons plans and communicate to Assistant Head of School or Director of Career Center when emergency plans need to be replenished.
• Prepare periodic reports on absence trends and substitute utilization.
• Serve as the main point of contact for staff requesting unplanned leave and substitute coordination. Unplanned leave is defined as sudden departure during the school day or less than 24-hour notice.
• Work collaboratively with Department Heads and administrators to ensure seamless coverage across programs.
• Communicate promptly and professionally with staff, substitutes, and administrators.
• Maintain confidentiality regarding personnel and student information at all times.
• Perform other duties as assigned.

R equired Skills/Abilities:

• Demonstrates excellent written and verbal communication skills to effectively engage with all constituent groups, including staff, administrators, substitutes and students.
• Excellent interpersonal skills with the ability to maintain a calm and patient demeanor with all students.
• Excellent organizational and problem-solving skills and attention to detail.
• Ability to be flexible, adaptable, and remain calm and professional under pressure.

Education and Experience:

• A minimum of 60 college credit hours or two years of experience working with children, complete the mandatory Child Abuse and Neglect Recognition and Intervention training, and have a high school diploma or GED .
• Must hold a valid Virginia driver’s license.
• Ability to multitask and respond quickly in a fast-paced school environment.
• Minimum two years of experience working in Special Education is highly preferred.

Physical Requirements:

• Prolonged periods standing and walking throughout school and classroom.
• Must be able to lift up to 45 pounds at a time.
• Must be able to assist students who have physical difficulties.
• Must be able to kneel, sit, stand, crawl, push, and pull to assist and teach students throughout the day.
• Prolonged periods sitting and working on the computer to complete necessary paperwork.