Substitute Coordinator

Maine Tasting Center; Saco (ME); On-site; USD 42,000 - 64,000; Full time

Job summary

Thornton Academy in Saco, ME seeks a Substitute Coordinator to manage daily substitute coverage for upper and middle schools, coordinate planned absences, and support training and onboarding. The role reports to the Assistant Head for Faculty & Academic Affairs and requires strong organizational and communication skills.

You will use Frontline and Google Suite to access schedules, distribute confidential lists, and ensure smooth classroom substitutions, while maintaining confidentiality and a

Qualifications

• Two years of college completed (bachelor’s degree preferred).
• Experience with school substitute coordination is helpful.
• Active CHRC or clear background check as required.

Responsibilities

• Coordinate daily substitute coverage for upper and middle schools.
• Prepare and share confidential staff lists with administrators.
• Utilize Frontline, Google Suite, and PowerSchool for scheduling and communication.
• Direct substitutes to classrooms and manage daily assignments.
• Assist with onboarding and training for substitutes.
• Maintain confidential information and professional conduct at all times.

Skills

Computer proficiency

Verbal & written communication

Patience & adaptability

Team player

Professional attitude

Confidentiality

Change management

Education

Two years of college completed

Bachelor’s degree preferred

Tools

Frontline

Google Workspace

PowerSchool

Job description

JOB DESCRIPTION: Substitute Coordinator

Accountability

The Substitute Coordinator reports to the Assistant Head for Faculty & Academic Affairs

Nature of the Position

The individual in this 180-day position coordinates all sub-coverage (planned and during acute needs), as well as training, and provides daily substitute coverage as needed throughout the Upper and Middle Schools.

Job Requirements

• General computer proficiency, plus demonstrated ability to master new related skills
• Excellent verbal and written communication skills
• Patience and adaptability in unexpected situations
• Ability to work as a supportive and effective member of a team
• Maintain a professional attitude in all manner of conduct with students, faculty, staff, and administration
• Communicate well with other personnel and faculty, sharing any issues of concern with the administration in a timely fashion
• Respond calmly and with good judgment in the rare event of a school emergency
• Maintain confidentiality of student and staff information
• Capable and confident in managing changing priorities within a large system

Performance Responsibilities

Tasks for this position include but are not limited to:

• Receiving requests for and coordinating a daily schedule for planned absences and acute staffing needs for faculty and ed techs at the upper and middle school; including early morning email/phone communication and monitoring Frontline
• Providing daily confidential staff lists to designated administrators and staff with employee absences
• Utilizing software and digital platforms to access and post information appropriately, as well as utilizing Google Suite tools and Frontline substitute management software
• Greeting and directing substitutes to their classroom(s) and coordinating daily assignment needs and/or connecting to the TAMS Main Office
• Coordinating the movement of students (classes) to alternate locations on campus due to a staff change and/or providing substitute coverage
• Connecting with substitutes at the end of the school day to collect attendance, materials, badges, etc., and receive relevant reports; deliver reports to the appropriate office(s)
• Requesting and managing substitute plans (in coordination with administration) from all faculty members and ed techs at the start of each semester, and when staff member changes occur
• Working with the administration to update the Substitute Gold Book annually
• Working with the Human Resources office to support training for substitutes and onboarding processes
• Handling requests for information, responding to routine inquiries
• Using and maintaining the primary student database (PowerSchool)
• Using and maintaining electronic and hard copy filing systems
• Utilizing schoolwide information systems, including email and intercom
• Assist with administrative and organizational tasks to support school operations as needed

Qualifications:

• Minimum of two years of college completed (bachelor’s degree preferred)
• Prior teaching and/or substitute experience helpful
• Proof of active criminal history records check (CHRC) certificate

Work Schedule

• Hours: 7:00 to 3:00 (37.5 hours weekly), Monday through Friday (some flexibility with early morning remote hours)
• Schedule: School year (August/September through June)

Required Application Process

All those interested in applying must submit:

• School application form (available for download at www.thorntonacademy.org)
• Letter of interest
• Transcript of any college coursework
• List of three references with contact information

All materials should be submitted electronically to [e-mail].

If electronic submission is not possible, materials may be mailed or delivered to:

Lisa Estabrook Thornton Academy 438 Main Street Saco, ME 04072

The Thornton Academy Board of Trustees has adopted a non-discrimination policy. Thornton Academy considers all applicants without regard to race, age, color, ancestry or national origin, religion, gender, gender identification, sexual orientation, physical or mental disability, marital, veteran, or any other legally protected status.