Substitute Coordinator

Support Positions Richmond, California





Job Description

Title:Substitute Coordinator


Location:Making Waves Academy Richmond

Reports to:Senior Director of Academic Instruction

Status:Full-time, Exempt (Year-Round)

Supervises:Assistant Substitute Coordinator, On-Site, On-Call, & Contracted Substitute Teachers

Position Summary

The role of the Substitute Coordinator, under the direction of the Senior Director of Academic Instruction is to manage the substitute teachers for the middle school and upper school. This role includes daily monitoring of the requests for substitute teachers due to planned or unplanned absences and working to staff these absences with credentialed substitute teachers. Additionally the Substitute Coordinator is responsible for selecting Long-Term substitute teachers when classroom teachers take leaves of absence or positions become vacant. Also, the Substitute Coordinator troubleshoots potential issues, communicates concerns as they relate to teacher absences and coverage, and maintains consistent communication with the Directors of Academic Instruction for Math/Science and Humanities.


Primary Responsibilities


Administrative Responsibilities 

  • Manage the school-wide substitute teacher request process.
    • Issue substitute requests for all MWA teachers twice a day; between 5:00 AM to 7:00 AM and 4:00 PM to 9:00 PM.
    • Respond to telephone messages and emails from teachers and sub agencies.
    • Collaborate with Directors of Academic Instruction to ensure that teachers follow the substitute request protocol.
  • Create daily schedules for substitute teachers.
  • Data Collection and Reporting
    • Record data on teacher absences.
    • Report data to relevant stakeholders daily and quarterly.
  • Review and approve substitute teacher timesheets.
  • Approve invoices from partner agencies in collaboration with MWA finance department.
  • As needed, teach classes when adequate substitute coverage cannot be obtained.
  • Coordinate with the DAI’s and Applied Technology Director on qualifications and expectations needed for long-term subs for online courses.


Talent Management

  • Serve as the Hiring Manager for all categories of substitutes and subsequently on-board, train, and supervise each substitute. 
  • Establish and maintain partnerships with all agencies that substitute teachers are contracted from.
  • Staff absences for all MWA teachers including both planned and unplanned absences including:
    • Emergency and same-day coverage due to personal or family illness, same-day doctor’s appointments, bereavement, etc.
    • Problem solve to fill these absences.

        Performance Evaluation, Training, and Development

  • Facilitate Professional Development:
    • For substitute teachers regarding MWA protocols and procedures including the areas of classroom management, instructional strategies and safety procedures.
    • For Core Day classroom teachers on substitute request protocols, preparing for a substitute, and writing substitute plans.
  • Conduct Annual performance evaluations for all direct reports.
  • Conduct Observations of classes that substitute teachers are teaching.


Safety & Compliance

  • Ensure that all classes are covered by substitute teachers who hold a 30 Day Emergency substitute permit or a CA teaching credential as required by the California Commission on Teacher Credentialing.
  • Maintain records of the number of days that Long-Term substitutes who hold 30 day substitute permits have been covering the same teacher to ensure compliance with the California Commission on Teacher Credentialing regulations regarding substitute permits.


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.


Work Environment

This job operates in a professional office 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 lift items more than 10 lbs. and walk throughout the campus.



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









  • 3 or more years of teaching experience (substitute teaching experience counts)
  • Administrative experience highly desirable



  • Highly effective and professional communication skills with staff, students and families
  • Professional orientation – appearance, communication, organization, and attitude
  • Ability to work collaboratively and independently
  • Ability to work effectively in fast-paced environments with limited supervision
  • Ability to solve problems efficiently
  • Ability to adapt and align on school-related initiatives
  • Highly organized, goal-oriented, detail-oriented, and focused on outcomes
  • Ability to communicate with and build relationships with students and their families in the culturally and linguistically diverse MWA community
  • Ability to uphold and reinforce school policies  and  procedures  when addressing students and families
  • Demonstrated understanding of technology and literacy learning platforms (Microsoft Office Suite, PowerSchool, Canvas, Blackboard, Google Drive and Calendar, if applicable)




  • Bachelor’s Degree required
  • Current CA teaching credential or substitute teaching permit


  • Spanish language proficiency preferred but not required
  • Passing CBEST scores



Equal Employment Opportunity Is Our Policy

The School 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: