Supervisor, Substitute Office

ROLE OVERVIEW:

The Supervisor of the Substitute Office will be responsible for recruiting and processing new applicants for substitute teaching; securing substitutes and filling emergency requests for substitutes; maintaining substitute records; and developing and providing training and orientation as needed.

MAJOR RESPONSIBILITIES AND DUTIES:

The Supervisor of the Substitute Office will:

1. Manage the recruiting and new hire processes for new KIPP substitute teachers

a. Develop and implement recruiting strategies using both traditional and innovative sources and methods of attracting applicants

b. Make certain all substitute teachers have completed background checks, fingerprinting, and have approval prior to employment

c. Schedule meetings for new employees to gather the appropriate new hire documents, answer any questions, and welcome him/her to KIPP Houston; Continuously look for ways to make the hiring process more efficient

d. Work with Payroll to ensure all new hires and employee changes are communicated and processed in a timely manner

2. Manage and evaluate substitute teachers

a. Secure substitute teachers daily for the purpose of providing coverage at school sites and for emergency requests for substitutes

b. Maintain a variety of records/files (e.g. cross filing system of substitute teachers and subjects, etc.) for the purpose of providing an up-to-date reference and/or complying with all federal/state/district regulations

c. Plan and implement a system of feedback and evaluation regarding the effectiveness of substitute teachers and address any problem areas

d. Monitor long-term substitute assignments and notify the HR Manager when parent notification is required

e. Prepare and send reasonable assurance and renewal letters to substitute employees

3. Develop and maintain various training programs, from onboarding to professional development

a. Develop, implement, and manage onboarding program content

b. Create and maintain necessary training materials, including a substitute teacher handbook

c. Identify areas for improvement and coordinate with school leaders to design and implement professional development for substitute teachers

d. Ensure that the operations of the Substitute Teacher Office contribute to the mission, goals, and culture of KIPP Houston

4. Manage substitute information in ADP and in the scheduling information system

a. Operate and maintain the automated substitute system, including data entry and generating reports, including substitute lists, absences reports, and utilization reports

b. Provide training to all users of substitute system to ensure correct utilization

c. Ensure information is accurate in order to minimize errors and mistakes

d. Maintain communication with substitute candidates in order to keep an accurate list of available candidates

QUALIFICATIONS:

Education and Knowledge:

 Bachelor's degree from an accredited institution

 2-4 years of Human Resources and/or school district experience

 Experience with data entry and use of an HRIS system, like ADP Employease, PeopleSoft, SAP, or equivalent software preferred, but not required

Skills:

 Ability to maintain confidentiality of sensitive information and to communicate appropriately such information to any appropriate party, including principals, teachers, and district staff

 Excellent attention to detail and a high level of accuracy required

 Excellent interpersonal and relationship-building skills

 Proven written and verbal communication skills

 Ability to provide constructive and instructive feedback to team members

 Articulate, professional demeanor with strong self-confidence and initiative

 Ability to prioritize tasks and meet strict deadlines is key

 Ability to be flexible and adapt to changing priorities

 Strong organizational and planning skills

 Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook)

 Proficiency using computers, printers, copy machines, and fax machines