Substitute Staffing Coordinator

Substitute Staffing Coordinator

Salary Range: $40,000 $45,000 per year Location: Remote

Position Summary The Substitute Staffing Coordinator supports the daily staffing operations of K-12 school districts and charter school partners. This role serves as a primary operational resource for schools by coordinating substitute assignments, monitoring coverage needs, communicating staffing updates, and ensuring a positive experience for both school leaders and substitute educators. The Substitute Staffing Coordinator plays a critical role in maintaining fill rates, supporting workforce engagement, and ensuring seamless day-to-day staffing operations. Success in this role requires strong organization, proactive communication, attention to detail, and a commitment to exceptional customer service.

Schedule/Shift:

• Monday Friday
• Hours: 6:00 AM 3:00 PM EST
• Lunch Break: 1 hour

Key Duties:

• Monitor daily substitute staffing activity and support school coverage needs.
• Coordinate substitute assignments and assist with same-day staffing adjustments.
• Communicate staffing updates, assignment confirmations, and coverage status to school leaders.
• Monitor fill rates and escalate hard-to-fill assignments as needed.
• Maintain accurate staffing records, assignment notes, and operational documentation.
• Serve as a point of contact for substitute educators regarding assignment logistics, scheduling questions, and attendance concerns.
• Track call-offs, late cancellations, no-shows, and replacement activity.
• Partner with recruiters to communicate staffing trends, workforce needs, and coverage gaps.
• Support district and school partners with workforce management system inquiries and assignment updates.
• Build strong relationships with school administrators through responsive communication and exceptional service.
• Assist with onboarding communications and substitute activation processes.
• Identify opportunities to improve staffing efficiency, fill rates, and client satisfaction.

Requirements: Education:

• Required: High School Diploma or equivalent
• Preferred: Associate's or Bachelor's Degree in Education, Business Administration, Human Resources, or a related field

Experience:

• Experience in staffing, scheduling, workforce coordination, education, customer service, or operations support preferred.
• Experience supporting K-12 schools, educational staffing, or other workforce management environments is a plus.

Skills:

• Exceptional organizational skills with strong attention to detail.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong verbal and written communication skills.
• Excellent customer service and relationship-building abilities.
• Experience coordinating schedules, assignments, or workforce operations.
• Proficiency with Microsoft Office, Google Workspace
• Ability to identify and resolve staffing challenges proactively.
• Comfortable communicating with school leaders, district administrators, and substitute educators.
• Ability to remain calm and responsive during high-volume morning staffing periods.

Benefits

• Comprehensive benefits that include medical, dental, and vision
• Company-paid Basic Life/AD&D and Core Long-Term Disability for employees working 30+ hours/week
• Paid time off (PTO), company-paid holidays, and paid sick leave based on applicable laws and hours worked
• Benefit offerings are subject to legal requirements, eligibility status, and work location
• Employees 21+ are eligible to participate in the 401(k) Savings Plan

About Us RCM works with professionals across schools, healthcare, and community-based settings nationwide. We support both contract and direct hire opportunities, connecting people early in their careers and experienced professionals to roles that align with their experience and preferences.

With more than 50 years of staffing experience, our team understands the environments you're stepping into and what it takes to be successful in them. We stay closely involved from first conversation through placement, with consistent communication, a reliable point of contact, and follow-through at every step. We're committed to caring for the professionals we work with and the communities they support, and offer competitive pay and benefits designed to support your well-being. RCM Healthcare Services is Joint Commission certified, reflecting a commitment to quality, compliance, and a consistent experience. Equal Employment Opportunity & Reasonable Accommodation RCM Technologies is an equal opportunity employer and values diversity. We are committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable state laws. If you require a reasonable accommodation to apply for or perform this role, please contact us and we will engage in an interactive process to support your needs.