Substitute Coordinator and Front Office Assistant

Substitute Coordinator & Front Office Assistant

Kapaun Mt. Carmel Catholic High School is seeking an organized, dependable, and detail-oriented individual to serve as our Substitute Coordinator & Front Office Assistant. This position is primarily responsible for coordinating daily substitute teacher coverage to ensure the smooth operation of the school day, while also providing administrative support to the front office as needed.

Substitute Coordinator

1. Manage daily substitute teacher needs using Frontline Absence Management, including monitoring absences, filling vacancies, and coordinating coverage for partial-day and special circumstances.
2. Communicate with substitute teachers, faculty, and administration to ensure appropriate classroom coverage and promptly address scheduling changes or unfilled assignments.
3. Greet and check in substitute teachers, provide necessary schedules, lesson plans, and classroom information, and ensure substitutes are prepared for their assignments.
4. Maintain accurate substitute records and assist with required onboarding documentation, including employment paperwork and I-9 verification.
5. Coordinate internal classroom coverage with administration when substitute teachers are unavailable.

Additional Duties

Front Office Support

1. Assist with answering phones, greeting visitors, and responding to general inquiries from students, parents, and staff.
2. Provide clerical and administrative support, including preparing documents, maintaining records, distributing correspondence, and assisting with office organization.
3. Support school administration and front office staff with additional duties as assigned.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine and telephone. Uses Frontline Absence Management and other school information systems as required.

Travel Requirements

Limited travel to and from meetings may be required.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments.

*See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.

Typical qualifications would be equivalent to:

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to manage multiple priorities and respond effectively to time-sensitive situations.
• Ability to maintain confidentiality and exercise appropriate discretion.
• Basic computer proficiency and ability to learn and effectively use Frontline Absence Management and other school systems.
• Successful experience with office management or administrative support preferred.
• Experience in a school or educational setting preferred.

Work Hours: 6:30 AM - 2:30 PM, Monday - Friday

FLSA Status: Non-exempt