Published 8 days ago

Substitute Teaching Program Coordinator

On-site, Work must be performed in or near Richmond, CA


Job Type:Full Time
Education:4-Year Degree Required
Experience Level:Mid-level
Salary:USD $72,000 - $82,000 / year


Job Description

Title:                Substitute Teaching Program Coordinator

Division:           School-wide

Reports to:       Assistant Principal, Upper School (subject to change)

Status:             Full-time, Exempt (Year-Round), CalSTRS Retirement Eligible - learn more here

Supervises:       On-Site and Contracted Agency Substitute Teachers

Salary Range:   $72,000-$82,000 + $12,000 Temporary Cost of Living Allowance and MWA Benefits

Position Summary

The Substitute Teaching Program Coordinator position at Making Waves Academy, reporting to the Assistant Principal, is essential for efficiently managing the school-wide substitute teacher program. Key responsibilities include overseeing programmatic systems and reporting, promptly filling on-site and agency substitute vacancies, and maintaining daily communication with Assistant Principals and the Principal.

In addition to these duties, the Substitute Teaching Program Coordinator assumes a key role in the comprehensive onboarding and orientation of on-site and agency substitute teachers, ensuring alignment with MWA's expectations for instructional staff. This involves introducing substitutes to the school's mission, values, instructional methodologies, and classroom policies. The commitment to effective orientation empowers substitutes to seamlessly integrate into the school community, upholding the high standards expected of instructional staff. This multifaceted position is integral to maintaining instructional continuity and fostering excellence in education within the MWA community.

Primary Responsibilities

Leadership and Compliance

  • Provide leadership to on-site and agency substitute teachers, embodying the school's mission, vision, and values in aspects such as direction, order, pace, communication, and community engagement.
  • Provide effective supervision, observation, and evaluation with written feedback from substitute team members to ensure optimal performance and adherence to established standards.
  • Facilitate regular meetings with Assistant Principals and school leaders to systematically assess and improve the substitute program, ensuring alignment with instructional expectations and fostering continuous enhancement.
  • Ensure that substitute teachers cover all classes with a 30-day Emergency substitute permit or a California teaching credential as required by the California Commission on Teacher Credentialing.
  • Foster collaborative partnerships with substitute teacher agencies to ensure stringent compliance with established criteria, encompassing thorough policy reviews.

School-wide Systems and Practices

  • Oversee the substitute management system by maintaining daily updates to the database, regularly sharing comprehensive weekly absence reports with school leaders, managing the issuance of substitute requests for all teachers as needed, promptly responding to messages from teachers and sub-agencies, collaborating closely with Assistant Principals to enforce the substitute request protocol, and identifying individuals capable of planning and grading for substitute requests within the school as needed.
  • Develop and implement a comprehensive onboarding training program for new substitute teachers, encompassing HR onboarding for agency subs and essential elements like first-day welcome, campus orientation, student rapport building, and classroom management. This includes timely collaboration with other departments to ensure agency substitutes have the necessary equipment and information.
  • Establish a structured onboarding/induction training program for long-term substitutes, spanning approximately 6-8 additional sessions beyond the initial orientation, and conduct walkthroughs to assess substitute teachers’ performance with MWA reps during and after training.
  • Implement a robust Observation and Feedback System for agency and on-site substitute teachers, including structured classroom observations, feedback mechanisms, and follow-up processes.
  • Create a practice for task completion accountability, including attendance, grading, lesson planning, and grade input, with weekly reporting to school leadership, ensuring that substitute teachers complete these tasks accurately and timely.
  • Align professional development plans with the school's objectives.


  • Cultivate productive relationships with contracted agencies and various community members, including parents, students, faculty, staff, board members, visitors, and administrators.

Additional Responsibilities and Expectations

Mission Alignment

  • Demonstrate knowledge of and support Making Waves Academy’s mission, core values, standards, competencies, and code of conduct outlined in the Employee Handbook.
  • Participate in the school community – attending school competitions, performances, assemblies, and extracurricular activities.


  • Communicate with Assistant Principals and Deans to ensure that student behavior and academic progress are addressed when a substitute teacher is present.
  • Participate in division-specific morning huddles as needed.
  • Perform additional duties as assigned.

Work Environment

This job operates in a professional office and classroom environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

While performing the duties of this job, the employee may be required to adhere to the following:

  • Frequently walk across the middle and upper school campus or climb stairs.
  • Participate in campus supervision duty each week – Monday through Friday. The frequency may vary based on each semester’s supervision assignment.
  • Lift files, open filing cabinets, bend or stand on a stool as necessary, and sit for long periods.


Some travel is required for MWA-related events, such as workshops or conferences.



  • Supervisory experience showcasing effective supervision, data-informed decision-making, and follow-up.
  • Professional administrative experience demonstrating leadership, attention to detail, and organizational skills.
  • Direct customer service experience with a focus on responsiveness and effective communication.
  • Proficiency in common technological interfaces/platforms, including Microsoft Suite, Google Suite, Zoom, GoToMeeting, etc.


  • Ability to promptly address issues with substitute teachers for smooth program operation.
  • Develop and implement strategies to keep substitute teachers informed of expectations, policies, and relevant updates.
  • Demonstrate exceptional communication skills in interactions with staff, students, and families, fostering a positive atmosphere.
  • Possess high organizational skills, focusing on goals and details and achieving positive outcomes.
  • Skill in resolving conflicts among substitute teachers, staff, or stakeholders for a positive working environment.
  • Ability to design and deliver effective training programs for substitute teachers, enhancing their skills and integration into the school community.
  • Exhibit a professional orientation, including appearance, communication, organization, and attitude, reinforcing a culture of excellence.
  • Showcase the ability to work collaboratively while independently thriving in fast-paced environments with limited supervision, ensuring seamless coordination.
  • Analytical skills to interpret data related to substitute teacher performance, program effectiveness, and attendance records for continuous improvement.
  • Demonstrate adaptability and alignment with school-related initiatives, showcasing a commitment to evolving leadership roles.
  • Ability to communicate with and build relationships with students and their families in the culturally and linguistically diverse MWA community, promoting inclusivity.
  • Proficient in upholding and reinforcing school policies and procedures when addressing students and families, ensuring a consistent and fair approach.
  • Showcase a deep understanding of technology and literacy learning platforms, enhancing efficiency and effectiveness in the role (Microsoft Office Suite, PowerSchool, Canvas, Blackboard, Google Drive, Calendar).


  • Bachelor’s Degree required

Licenses or Certificates Needed

  • Employment eligibility will include fingerprints, tuberculosis, and other employment clearances

Preferred but not required

  • Five or more years of classroom teaching experience
  • Current or eligibility for a CA teaching credential or substitute teaching permit
  • Passing CBEST scores    
  • Spanish language proficiency

Reasonable Accommodation

Consistent with its obligations under the law, MWA will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Equal Employment Opportunity Is Our Policy

Making Waves Academy is an equal opportunity employer. It is the policy of the School to afford equal employment and advancement opportunities to all qualified individuals without regard to their perceived or identified: race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists); color; gender, (including gender identity, gender expression, and transgender identity, whether or not the employee is transitioning or has transitioned); sex (including pregnancy, childbirth, breastfeeding, and medical conditions related to such); religious creed (including religious dress and grooming practices); marital/registered domestic partner status; age (forty (40) and over); national origin or ancestry (including native language spoken and possession of a driver’s license issued to persons unable to prove their presence in the U.S. is authorized by federal law); physical or mental disability (including HIV and AIDS); medical condition (including cancer and genetic characteristics); taking of a leave of absence pursuant to the Family Medical Leave Act (“FMLA”), Pregnancy Disability Leave (“PDL”) law, Americans with Disabilities Act (“ADA”), California Family Rights Act (“CFRA”), the Fair Employment and Housing Act (“FEHA”), or laws related to domestic violence, sexual assault, and stalking laws; genetic information; sexual orientation; military and veteran status; or any other consideration made unlawful by federal, state, or local laws.

This policy extends to all job applicants and employees and to all aspects of the employment relationship, including the hiring of new employees and the training, transfer, promotion, discipline, termination, compensation and benefits of existing employees. For a full copy of our non-discrimination policy, visit:

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Job Description

Title:                Substitute Teaching Program Coordinator

Division:           School-wide

Reports to:       Assistant Principal, Upper School (subject to change)

Status:             Full-time, Exempt (Year-Round), CalSTRS Retirement Eligible - learn more here…


Richmond, CA 94806, US

How to Apply

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