Contingent Staffing Program Coordinator

KIPP Texas Public Schools is a network of 59 public charter, open-enrollment, pre-k-12 schools educating nearly 34,000 students across Austin, Dallas-Ft. Worth, Houston, and San Antonio. Together with families and communities, our mission is to create joyful, academically excellent schools that prepare students with the skills and confidence to pursue the paths they choose college, career, and beyondso they can lead fulfilling lives and build a more fair world.

Founded in Houston in 1994 and operating as KIPP Texas since 2018, we are looking to hire a diverse team of dynamic, collaborative, and dedicated individuals with an unyielding belief that every child will succeed. KIPP Texas is a team and family with an unwavering commitment to creating classrooms, offices, and communities rooted in belongingness, academic success and joy.

KIPP Texas is part of the national KIPP network of 255 college-preparatory public charter schools in 20 states and the District of Columbia. Nationwide, KIPP students complete four-year college at a rate of 36 percent, comparable to the national average for all students.

ROLE OVERVIEW

The Contingent Staffing Coordinator will assist in developing, maintaining, and executing the infrastructure for our substitute program, maintain fiscal records and compliance, and provide general administrative support to the Contingent Staffing Team. This position serves a critical role in ensuring there is no stoppage in learning for students through their seamless management of our substitute program which currently covers over 30,000 requests a year and is growing to hire over 500 substitute teachers in the next few years.

MAJOR RESPONSIBILITIES AND DUTIES

1. Contingent Staffing Recruiting, Hiring & Onboarding Process

• Post job descriptions for open pooled substitute positions on the KIPP Texas application system (SmartRecruiters)

• Support the pre-screening process for Contingent Staffing Program Managers, as needed

• Partner with HR and Contingent Staffing Team to matriculate new substitute teachers to start as soon as possible, support new substitute teachers in the process

• Coordinate onboarding for new substitute teachers upon hire, including managing the completion of required compliance training for all KTX staff

• Maintain an accurate substitute database system in Frontline by adding new substitute teachers upon HR Clearance with the required setup for proper payroll payout

• Coordinate with IT to get new substitutes KIPP Texas emails and passwords setup

• Coordinate with the Operations or Facilities team to get access cards for new substitutes hired

• Monitor HR process and setup into ADP

1. Contingent Staffing Payroll & Budget Process

• Administer time and labor reporting for substitute teachers as aligned to the payroll calendar for dates of service

• Run bi-weeky payroll reports and audits for accuracy by the payroll calendar deadlines assigned

• Coordinate with Payroll Team to ensure substitute teacher payroll is accurate or makes appropriate adjustments for special payroll runs when error occurs

• Support Contingent Staffing Program Managers on the campus management of jobs being reconciled in Frontline for proper payroll submission

• Maintain accurate account codes and budget-related coding in the substitute database system, Frontline (audited monthly, setup annually)

1. Contingent Staffing Program - Admin Support

• Support Contingent Staffing Personnel -related inquiries via phone and email, specially for new hire or payroll questions

• Work alongside the Contingent Staffing Managers to execute logistics for events such as job fairs, sourcing, and cultivation events (in-person or online), as needed

• Serve as a go-to coordinator the day of for large and/or small-scale events

• Checking invoices for accuracy

1. Substitute Teacher Database (Frontline) System Support & Audits

• Conduct audits between ADP and Frontline for employee data, and time off data on a monthly basis to ensure data integrity

• Maintain campus users' permissions, and access, as indicated by Contingent Staffing Program Managers

• Add web alerts to Frontline for subs and campus users, as indicated

• Partner with IT for Frontline troubleshooting or data-feed errors, as needed

• Partner with HR for audit findings of staff data errors or time off findings

• Track long term request

• Add and remove campus users, employees, and substitutes.

Education, Experience, and Knowledge

• Associates degree from an accredited institution, required

• At least 2 years of full-time work experience

• Experience working in schools or non-profits, required

• Experience working within HR, Talent or Substitute Teacher program, preferred

• Proficiency in using applications such as Frontline, SmartRecruiters, SmartFind, etc.

• Proficiency in Microsoft Office products (Word, Excel, PowerPoint, etc.) and virtual meeting platforms (Google Meets, Zoom)

• Proficiency in conducting audits for large sets of data

Skills

• Excellent attention to detail and a high level of accuracy, required

• Excellent organizational skills, required

• Independent, self-starter with strong prioritization skills, required

• Articulate, professional demeanor with strong self-confidence and initiative

• Works well under the pressure of deadlines and stakeholders

• Ability to effectively express KIPPs mission and purpose to candidates

• Strong interpersonal skills with the ability to develop productive working relationships

• Ability to assess a candidates qualities and potential in a limited amount of time

• Proven written and verbal communication skills

Compensation and Benefits

Salary is based on years of experience, degree of education, and level of expertise.

As a full-time KIPP Texas employee you are eligible to participate in all KIPP Texas benefit plans. KIPP Texas offers a robust variety of benefits choices with competitive rates, including medical, dental, and vision options, life insurance, fertility, and disability plans starting as low as $25/month.

KIPP provides equal employment opportunities for all applicants and employees. As an equal opportunity employer, we hire without consideration of race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status, or disability.