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Administrative Coordinator for Substitute Management

2 months ago

Covina California, United States Think Together Full time

Position Overview:
Administrative Coordinator for Substitute Management


Established in 1997, Think Together collaborates with educational institutions to enhance opportunities for children by delivering award-winning programs during and outside school hours.

As one of California's largest nonprofit organizations, we operate within school districts from San Diego to San Francisco.

Whether your passion lies in early childhood education, elementary, middle, or high school, you can make a significant impact in your community by contributing at a local school or supporting our home office.

ROLE SUMMARY:

This position is responsible for overseeing daily staffing for after-school initiatives across various schools within the designated Think Together regions and additional districts participating in our programs.

The coordinator will manage diverse schedules and absence notifications to allocate substitute program leaders to various sites. This role also encompasses handling multiple aspects of substitute staffing to fulfill program goals and staffing requirements. Additionally, the coordinator will be accountable for regional office operations, including procurement and facility management. Under direct supervision, the coordinator will execute or assist in various tasks within the assigned area, ensuring adherence to project timelines and quality standards for routine, scheduled, and occasional responsibilities. The role also includes serving as the primary receptionist for the regional office.

KEY RESPONSIBILITIES:

  • Adhere to strict attendance and punctuality standards.
  • Maintain a tidy and organized desk and reception area consistently.
  • Greet callers and visitors, creating a welcoming first impression of the organization.
  • Log visitors and issue visitor badges as required.
  • Manage telephone communications, directing calls, taking messages, and delivering them professionally.
  • Screen callers and visitors before connecting them with the appropriate personnel.
  • Ensure prompt and accurate distribution of all incoming mail and packages.
  • May sign for receipt of items delivered to the reception area.
  • Utilize time effectively to assist with clerical or administrative tasks as assigned.
  • Oversee the professional appearance of communal areas, including the kitchen.
  • Ensure adequate staffing levels at after-school program locations.
  • Collaborate daily with staff to gather absence reports (same-day or future planned absences).
  • Contact substitutes to identify available replacements and brief them on site-specific information or requirements.
  • Communicate with site coordinators regarding staffing changes as necessary.
  • Monitor the accuracy of substitute Program Leader work hours.
  • Liaise with the HR department and Site Coordinators regarding the job performance of assigned substitutes when required.
  • Coordinate with various employers (school districts) on attendance matters as needed.
  • Maintain comprehensive records.
  • Develop and manage training schedules.
  • Oversee facilities management, procurement, and supply inventory.

Additional Responsibilities:

  • Track and order general office supplies.
  • Update and maintain office directories.
  • Log and track boxes for off-site storage.
  • Implement processes to ensure the efficient operation of the reception area.
  • Train backup receptionists as necessary.
  • Uphold the highest degree of confidentiality regarding student, staff, and management matters.
  • Order and print business cards for staff as needed.
  • Work independently to refine and enhance processes and procedures.
  • Maintain confidentiality regarding personnel matters and sensitive data.
  • Answer phones as required.
  • Complete other administrative or interaction duties as assigned.

Required Skills:

  • Experience with a receptionist-operated central telephone system and a clear telephone voice.
  • Proven ability to communicate professionally and effectively with stakeholders, including school administrators, district officials, parents, and community partners.
  • Strong verbal and written communication skills.
  • Excellent time management and organizational skills, with the ability to thrive in a fast-paced collaborative environment, managing multiple concurrent tasks with frequent unplanned requests.
  • Willingness to accept responsibility.
  • Basic math skills.
  • Ability to work cooperatively and collaboratively with staff to achieve timely results.
  • Effective communication skills and sensitivity to others.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
  • Must pass Live Scan (fingerprinting), Background Check, and Tuberculosis Test.

Education and Experience:

  • 1-3 years of prior experience in an administrative support role is required.
  • High school diploma is required; a minimum of a two-year college degree is preferred.
  • 2 to 3 years of experience in educational settings and operations.

COMPENSATION:

Hourly Rate:
$21.50

This is the targeted compensation for the position. A range of factors, including but not limited to location, skills, and experience, will be considered. Actual compensation may vary.


Think Together is an Equal Opportunity Employer that does not discriminate based on race, color, national origin, ancestry, sex, gender, gender identity, gender expression, pregnancy, childbirth or related medical conditions, religious creed, physical or mental disability, age for individuals age 40 and over, medical condition (as defined by state law), marital status, military and veteran status, sexual orientation, genetic information, citizenship status, or any other characteristic protected by federal, state, or local law.

Our management team is committed to this policy regarding recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and general treatment during employment.