Coordinator III – Engagement, Substitutes, Resignations and Strategic Partners

Fort Worth ISD; Apple Valley (MN); On-site; USD 60,000 - 80,000; Full time

Job summary

Fort Worth ISD is looking for a Coordinator III to oversee engagement and substitute services. This position requires a Bachelor's in Human Resources with 3 years of HR experience, including staffing and recruitment. You will ensure operational performance, monitor staffing processes, and collaborate across departments for efficiency.

Strong knowledge of applicant tracking systems is key, and bilingual proficiency in English/Spanish is preferred. This role supports direct operational initiatives aligned with district priorities.

Qualifications

• 3 years of progressively responsible experience in staffing, recruitment, or HR operations required.
• Experience working with applicant tracking systems and HRIS platforms.
• Bilingual (English/Spanish) working proficiency preferred.

Responsibilities

• Coordinate daily operations of engagement and substitute services.
• Oversee processing of employee resignations.
• Support workforce stability through strategic partnerships.

Skills

Knowledge of staffing processes

Skill in coordinating recruitment

Ability to maintain confidentiality

Education

Bachelor’s degree in Human Resources

Tools

Applicant tracking systems

HRIS platforms

Job description

Coordinator III – Engagement, Substitutes, Resignations & Strategic Partners

Reports to: Director II- Strategic Staffing and Partnerships

Pay Grade: 403

Duty Days: 239

FLSA Status: Exempt

Position Purpose

Coordinates and supports the daily operations of engagement, substitute services, employee resignations/separations, and strategic partnerships. Ensures effective execution of staffing processes, monitors operational performance, and supports service delivery aligned with Talent Management priorities. Supervises specialized staff and collaborates across departments to maintain staffing continuity, improve operational efficiency, and support workforce stability.

ESSENTIAL JOB FUNCTIONS

Operational Coordination & Program Execution

• Coordinates implementation of Strategic Staffing & Partnerships initiatives aligned with district priorities.
• Oversees day-to-day operations across engagement, substitutes, resignations, and partner-related activities.
• Ensures consistent execution of established processes, workflows, and service standards.
• Supports progress toward operational goals and assists in implementing continuous improvement efforts.
• Serves as a key point of coordination between functional areas to ensure alignment and efficiency.

Staffing Operations (Engagement, Substitutes & Resignations)

• Coordinates substitute workforce operations, including assignment tracking, utilization, and support.
• Monitors fill rates and escalates staffing needs to ensure adequate campus coverage.
• Oversees processing of employee resignations and separations to ensure accuracy, timeliness, and compliance.
• Tracks staffing activity, vacancy trends, and workforce needs to support operational decision-making.
• Supports engagement strategies to improve substitute satisfaction, retention, and service quality.
• Collaborates with recruitment, onboarding, and certification teams to support seamless staffing pipelines.

Strategic Partner Coordination

• Supports coordination and communication with external vendors and strategic partners.
• Monitors partner performance and service delivery expectations.
• Assists with contract tracking, issue resolution, and escalation as needed.
• Identifies opportunities to enhance service delivery through partnerships and operational improvements.

Data Monitoring & Reporting

• Collects and maintains data related to staffing operations, engagement, and resignations.
• Prepares reports, dashboards, and summaries for leadership review.
• Monitors key metrics such as substitute fill rates, resignation trends, and service levels.
• Identifies trends, gaps, or inefficiencies and provides recommendations for improvement.

Compliance & Process Support

• Ensures adherence to district policies, procedures, and regulatory requirements.
• Maintains accurate records for audits, reporting, and compliance purposes.
• Supports implementation and consistent application of standard operating procedures.
• Provides guidance to staff and stakeholders regarding processes and expectations.

Budget & Resource Support

• Assists in monitoring expenditures related to substitute services and partnerships.
• Supports resource allocation and operational planning efforts.
• Promotes efficient and cost-effective use of staffing resources.

Collaboration & Professional Practices

• Builds and maintains strong relationships with campuses, departments, and stakeholders.
• Promotes collaboration, teamwork, and a service-oriented culture.
• Demonstrates professionalism, integrity, and alignment with district goals and values.

Safety

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor.

Supervisory Responsibilities & Team Leadership

• Provides direction, training, and ongoing performance feedback.
• Assigns and monitors work to ensure timely and accurate completion.
• Supports hiring, onboarding, and evaluation of assigned staff.

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co‑workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Other Duties as Assigned

Performs all job‑related duties as assigned and in accordance to the Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge, Skills & Abilities

• Knowledge of applicant screening methods, hiring processes, and workforce staffing practices.
• Knowledge of full‑cycle hiring processes, including recruitment, screening, certification, and onboarding.
• Knowledge of staffing, recruitment, onboarding, certification, and fingerprinting processes.
• Knowledge of school district hiring practices, certification standards, and compliance requirements.
• Knowledge of applicant tracking systems, HRIS platforms, and onboarding systems.
• Skill in screening applications and evaluating candidate qualifications.
• Skill in coordinating recruitment and hiring processes across multiple campuses.
• Skill in analyzing staffing data and identifying workforce needs.
• Ability to evaluate candidate qualifications and support hiring decisions.
• Ability to manage and align multiple stages of the hiring process across a team.
• Ability to manage multiple priorities, timelines, and campus needs simultaneously.
• Ability to communicate effectively and provide guidance to campus leadership and staff.
• Ability to maintain confidentiality and ensure compliance with employment requirements.
• Ability to use software to create spreadsheets and databases.
• Ability to organize and coordinate work.
• Ability to engage in self‑evaluation with regard to performance and professional growth.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.

Travel Requirements

Travels to school district buildings and professional meetings as required.

Physical & Mental Demands, Work Hazards

• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Occasional light lifting and carrying (less than 15 pounds).
• Environment: Works in an office setting; may require occasional irregular and/or prolonged hours.
• Attendance: Regular and punctual attendance at the worksite is required for this position.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications

• Education: Bachelor’s degree in Human Resources, or related field from an accredited college or university required; Master’s degree preferred.
• Certification/License: None.
• Experience: 3 years of progressively responsible experience in staffing, recruitment, onboarding, or HR operations required; experience working with applicant tracking systems, HRIS platforms, and hiring processes required; experience supporting certification compliance or employment eligibility processes preferred; supervisor or lead experience preferred.
• Language: Bilingual (English/Spanish) working proficiency preferred in some settings.

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.