Coordinator for School Scheduling & Teacher Staffing
The Staffing and Schedule Coordinator supports the school’s administrative and HR functions by ensuring a consistent, organized approach to daily operations in regards to teacher staffing, daily school scheduling, along with oversight and management of teacher leave. This is an entry/mid-level HR position with opportunities for additional responsibilities and advancement based on proven success in the role over time. Successful candidates are categorized as highly organized with a keen eye to details and the bigger picture. Candidates must be solution driven and proactive in their approach to their varied responsibilities, preparing as much as possible ahead of time and on behalf of the team to be successful on a daily basis.
This position reports to the Director and is part of the School Leadership team,, each responsible for unique areas of duties at our school. Charlotte Montessori is looking for a team-oriented individual who is also able to work independently and who can effectively communicate needs with the team, who is personable and able to form connections with others well, and someone who can hit the ground running in their areas of responsibility. This is a fast paced position requiring someone to respond proactively and continuously think ahead.
- Daily Scheduling
- Lead the school’s efforts to map out in advance, share and then adjust as needed, the daily schedule with the team for daily coverage and operational success.
- Proactively communicate with teachers impacted by call-outs, to ensure coverage is in place and to alert the team of anticipated changes in coverage, or flexibility needed due to an absence.
- Map out the week's schedule ahead of time for review as needed by others on the admin team and to coordinate coverage in advance as a general rule.
- Communicate issues related to call-out/leave policy or lack of PTO in a timely manner with team members, copying Director as needed.
- Manage, Track and Reconcile Employee PTO
- Process teacher leave requests on a consistent and predictable basis, consulting with the teacher’s available leave balance and communicating approvals/denials in a timely fashion.
- Track actual leave taken (pre-planned and call outs) through a separate system for scheduling and coverage purposes.
- Coordinate with the Business Office to ensure PTO balances are reconciled regularly for payroll and future request approval/denial purposes.
- Manage summer leave as a separate process, in conjunction with Business Office and Admin team to ensure proper staffing/coverage is in place to manage operations as usual.
- Recruitment, Hiring & Onboarding
- Lead the school’s recruitment efforts in attracting new teachers through indeed, including posting jobs and managing associated costs (pausing/posting positions), applicant tracking, interview scheduling, and regular/consistent communications as part of daily tasks/year-long efforts.
- Actively work to hire and onboard new team members to vacant and/or new positions on a year-round basis, maintaining a proactive approach to staffing to avoid insufficient staffing. This is to include a team of subs for the summer.
- Coordinate and oversee the onboarding logistics for new employees, including but not limited to collecting and checking required documentation to include, background checks and other state-required paperwork for state files + internal paperwork along with our, and 30-60-90 orientation documentation processes.
- Plan and participate in recruitment outreach efforts, including attending career fairs, networking events, and building partnerships with local colleges, universities, and professional organizations.
- Leadership Opportunities
- Coordinate the schedule/activities of the Coordinator team to include scheduling their daily activities (to include regular and special school days), hosting monthly Coordinator meeting, being regularly available to them for support/guidance/oversight, tracking their professional hours for state regulation, facilitating goals meeting, regular check-in/observations and end-of-year evaluations.
- Coordinatemonthly Fire-Drills, quarterly lock-down/shelter-in-place drills, maintain playground inspection and fire-drill logs for state inspection on behalf of school and in conjunction with the admin team.
- Update team at meetings on topics related to areas of responsibility: PTO policy/reminders, summer scheduling/sub team, state mandated/new hire paperwork/policy as needed/applicable for compliance.
- Facilitate and/or join Director in applicable personnel matters as related to duties/responsibilities of team members.
- Personnel Matters:
- Contribute to performance review processes (Goals Meetings and Evaluations), including timelines, documentation, and follow-ups on behalf of a team of seven Coordinators.
-Track and manage both state regulations (i.e., background check expiration dates, years of service, continuing education credits, start dates, etc…) on behalf of all staff members for Director and other admin team member’s use/consultation needs.
-Assist in the yearly and as needed revision of school policy documentation and processes for clarity with staff and in support of the school’s efforts to communicate expectations and policy clearly and decisively.
- Other:
-Act as a team member, assisting others on staff with their own projects, classroom/school coverage or otherwise as needed and in the spirit of collegiality.
- Attend school-sponsored events with fellow admin team members and in the spirit of school community spirit.
Job Type: Full-time
Pay: From $48,500.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
- No weekends
Ability to Commute:
- Charlotte, NC 28203 (Required)
Ability to Relocate:
- Charlotte, NC 28203: Relocate before starting work (Required)
Work Location: In person
