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POSITION 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 accommodationsmay 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 to work, with the ability to build positive relationships across the school community
• A genuine care for students and a commitment to providing responsive, high-quality service to all stakeholders
• Strong organizational and planning skills with the ability to manage multiple priorities effectively
• The ability to exercise sound judgment and proactively identify and resolve problems with minimal direction
• A high degree of professionalism, reliability, and personal accountability in all aspects of the role
• A self-motivated work ethic with the initiative to anticipate needs and take action without being prompted

PERSONAL CHARACTERISTICS

• Exhibits the highest level of Christian integrity - his/her life reflects Christ-like morals, behavior, attitude, and leadership
• Ability to articulate their Christian faith
• An active member of a Christian church
• Supports the Mission and Statement of Faith for Orange Lutheran High School

PHYSICAL REQUIREMENTS

• The employee is frequently required to sit, speak clearly, and hear accurately
• Use hands to finger, handle, or feel objects or controls, and use a computer screen
• The employee is occasionally required to stand, move about the campus, and reach with hands and arms
• The employee must occasionally lift, push, pull, or carry up to 40 pounds
• Squat, kneel, or bend
• Specific vision abilities include near and far vision, peripheral vision, depth perception, and the ability to adjust focus

WORK ENVIRONMENT

• The work environment characteristics described here are representative of those employees encounter while performing the essential functions of this job
• The typical working environment is a climate-controlled school office environment. There is occasional exposure to an outdoor environment of varying temperatures
• The typical noise level is quiet to moderate, but may occasionally be loud

This job description intends to provide a representative summary of the essential functions that will be required of positions given this title and should not be construed as a declaration of specific duties and responsibilities of any particular position. Employees will be assigned specific job-related duties through their hiring departments. Specific job-related duties assigned by hiring departments shall be consistent with the representative essential functions listed above and shall not be construed as expanding a particular position's role, scope, and FLSA status, or grade.