Substitute Coordinator (part-time, 2026-2027)

About the Position

DIVISION: All School
DEPARTMENT: Business Office

LOCATION: On-site at 4200 Davenport Street, NW, Washington, DC

START DATE/TERM: October 2026
JOB STATUS: Part-time (20-30 hours/week), 10-months 
FLSA: Non-Exempt
BENEFITS: Eligible

COMPENSATION: $28-38, (hourly and based on experience)


Note: Applications will be reviewed on a rolling basis.

Position Summary

The Substitute Coordinator is responsible for coordinating substitute teacher coverage across Georgetown Day School, with a particular focus on same-day and short-notice absences. The position serves as the primary point of accountability for substitute placement, substitute communication, and day-to-day substitute operations.

The Substitute Coordinator works closely with divisional office managers, principals, department chairs, Human Resources, and substitute teachers to ensure continuity of instruction and effective deployment of substitute resources.

Work hours will be designed to align with substitute coordination and will include early morning coordination of same-day absences and substitute placements (e.g. 6:00 AM online; 7-9 AM in person), includes evening review of upcoming absences and coverage (as needed), and periodic monitoring and support throughout the school day as needed.

Primary Roles and Responsibilities

Substitute Coordination and Coverage

Monitor substitute requests submitted through Frontline.

Coordinate coverage for same-day and short-notice absences.

Contact and schedule substitute teachers for open assignments.

Maintain daily awareness of coverage needs across divisions.

Coordinate substitute placement across Lower School, Middle School, and High School as appropriate.

Optimize substitute utilization by combining partial-day assignments and filling coverage gaps.

Partner with office managers and divisional leaders to address emergent coverage needs, to include classroom coverage until a substitute is identified.

Substitute Pool Management

Partner with Human Resources to maintain and update the substitute teacher roster.

Build and sustain relationships with substitute teachers.

Support Human Resources in the recruitment efforts to expand and diversify the substitute pool.

Track substitute availability and assignment history.

Identify recurring coverage challenges and staffing needs.

Communication and Coordination

Serve as the primary point of contact for substitute-related questions and requests.

Communicate with substitutes regarding assignments, expectations, schedules, and changes.

Coordinate with divisional offices regarding coverage plans and emerging needs.

Support consistent implementation of substitute procedures and expectations.

Systems and Reporting

Support effective use of Frontline as the school's substitute management platform.

Monitor substitute activity and coverage trends.

Maintain records and prepare periodic reports regarding substitute utilization, coverage patterns, and operational needs.

Assist with identifying opportunities to improve substitute coverage processes and efficiency.

Secondary Roles and Responsibilities 

• May briefly step into classrooms until an assigned substitute arrives, as needed.
• Accomplish all tasks as appropriate. Other duties outside this description may be assigned as necessary.

Qualifications
Education  

Bachelor’s degree preferred.

 Experience and Skills

Strong organizational and logistical coordination skills.

Ability to manage multiple competing priorities in a fast-paced environment.

Excellent written and verbal communication skills.

Demonstrated attention to detail.

Ability to exercise sound judgment and discretion.

Proficiency with technology systems and databases.

Knowledge and experience with teaching and classroom management in a K-12 school, preferred.

Experience with scheduling and administrative coordination in a school setting is preferred.

Americans with Disability Specifications

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk, see or hear. The employee must occasionally lift and/or move up to 25 pounds. 

Work Environment:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

To Apply 

Qualified candidates should submit a cover letter, resume, and list of three references using our online application system through ADP/Workforce Now: http://www.gds.org/Recruiting. To find out more about the school, candidates should visit our website at www.gds.org.

As an inclusive school devoted to preparing our students to live, work, and lead in an increasingly globalized and multicultural society, GDS is particularly interested in professionals with demonstrated interest and experience in working in such a school setting and is driven by the core charge of working to enhance and bring joy to every student’s individual learning experience in equitable and meaningful ways.