COORDINATOR SUBSTITUTE SERVICES AND SUMMER PROGRAMS - Atlanta Public Schools : Job Details

Position Type: DISTRICT LEADERSHIP/COORDINATOR Date Posted: 8/12/2025 Location: HR: Talent Management & LCD POSITION SUMMARY The Coordinator, Substitute Services and Summer Programs is responsible for planning, coordinating, and managing all aspects of substitute staffing services and district-wide summer programs. This role ensures that schools and departments are supported with high-quality, reliable substitute coverage, and that summer learning, enrichment, and operational programs are staffed effectively to meet student and district needs. The Coordinator will collaborate with principals, department leaders, and HR staff to develop efficient processes, maintain compliance, and drive continuous improvement in service delivery. MINIMUM REQUIREMENTS

• EDUCATION
  • Bachelor's degree in Human Resources, Education, Business Administration, or related field.
• CERTIFICATION:
  • Certified Professional in Education HR (pHCLE); SHRM Certified Professional (SHRM-CP) or SHRM Senior Certified Professional (SHRM-SCP) - SHRM preferred
• WORK EXPERIENCE:
  • Three (3) to five (5) years of experience in human resources, staffing coordination, or school operations (K-12 experience strongly preferred).
  • Demonstrated experience with scheduling, workforce planning, and program coordination.
  • Strong technology skills, including HRIS, substitute management systems, and Microsoft Office Suite.

KNOWLEDGE, SKILLS, & ABILITIES

• Knowledge of staffing best practices in a school district setting.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal and communication skills, both oral and written.
• Data-driven decision-making and problem-solving skills.
• Commitment to equity, diversity, and inclusion in staffing practices.
• Ability to build positive relationships with employees, leaders, and external partners.

ESSENTIAL DUTIESSubstitute Services

• Oversee daily operations of the district's substitute program, ensuring adequate staffing for teacher and staff absences.
• Manage the full substitute hiring process from start to finish, including job postings, candidate screening, interviews, selection, background checks, I-9 verification, credential/license verification, reference checks, and new hire documentation.
• Ensure accurate and timely entry of new substitute employees into the HRIS and payroll systems.
• Coordinate onboarding sessions and required training for substitutes, ensuring compliance with district, state, and federal regulations.
• Monitor and manage the substitute management system (e.g., absence tracking, job posting, assignment).
• Develop and implement strategies to recruit, train, and retain a diverse pool of qualified substitutes.
• Track and analyze fill rates, absentee trends, and performance metrics; implement improvement plans as needed.
• Ensure compliance with district policies, state requirements, and collective bargaining agreements (if applicable).
• All other duties assigned.

Summer Programs

• Collaborate with academic, operational, and HR leaders to determine summer program staffing needs.
• Manage the complete hiring process for summer program staff, including job postings, candidate selection, background checks, I-9 verification, credential/license verification, and payroll setup.
• Coordinate onboarding and orientation for summer program employees, ensuring required training is completed prior to start.
• Establish timelines, procedures, and communication plans for summer staffing processes.
• Monitor summer program staffing compliance, budget allocations, and payroll processing in collaboration with HRIS and finance teams.
• Serve as the primary point of contact for summer program staffing inquiries from principals, supervisors, and employees

Data & Reporting

• Maintain accurate staffing, hiring, and absence records in the HRIS and substitute management systems.
• Generate regular and ad hoc reports on substitute fill rates, absentee patterns, hiring cycle times, onboarding completion, summer program staffing progress, and budget utilization.
• Analyze data to identify trends, gaps, and opportunities for process improvement.
• Present findings and recommendations to HR leadership, principals, and district leadership teams.
• Ensure data integrity, confidentiality, and compliance with all district, state, and federal regulations.

Collaboration & Communication

• Partner with school leaders, department heads, and HR colleagues to align staffing practices with district goals.
• Prepare and deliver regular reports to leadership on staffing performance, challenges, and successes.
• Provide excellent customer service to employees, substitutes, and community partners.

PHYSICAL ABILITIES AND WORKING CONDITIONS The physical abilities, working conditions and other conditions of employment listed in this document are representative of, but are not intended to provide an exhaustive list of the requirements for positions in this classification. In the event of an emergency or situation requiring guidance from Federal, State, or local or school district authorities, the requirements of this position may change temporarily or for the school year to best serve the needs of our students. Vision: Ability to read small print and view a computer screen for prolonged periods. Hearing: Ability to tolerate exposure to noisy conditions Speech: Ability to be understood in face-to-face communications, to speak with a level of proficiency and volume to be understood over a telephone or computer. Upper Body Mobility: Ability to use hands to grasp and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head. Strength: Ability to lift, push, pull and/or carry objects which weigh as much as 15 or more pounds on a frequent basis. Environmental Requirements: Ability to encounter constant work interruptions; work cooperatively with others; work independently; work indoors. Mental Requirements: Ability to read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copy, compare, compile and coordinate information and records. Understand how to manage stress Additional Work Conditions & Physical Abilities: Will require travel to multiple sites. The Atlanta Public School System does not discriminate on the basis of race, color, religion, sex,citizenship, ethnic or national origin, age, disability, medical status, military status, veteran status, marital status, sexual orientation, gender identity or expression, genetic information, ancestry, or any legally protected status in any of its employment practices, educational programs, services or activities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties. This job description is intended to accurately reflect the duties, responsibilities and requirements of the position. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. Management and administration reserves the right to modify, add, or remove duties and assign other duties as necessary. COMPENSATION: Salary Grade: I33 Salary Range: APS Compensation Scale Work Year: ANNUAL (252 days)