Job Description

Job Location Notre Dame High School San Jose - San Jose, CA 951129511 Position Type Full Time Salary Range $60,000.00 - $75,000.00 Salary Travel Percentage None

A Learning Community

Notre Dame High School, San Jose is the center for women’s leadership in Silicon Valley and has provided an exceptional Catholic college preparatory education for young women since 1851. The school's mission is guided by the teachings of Saint Julie Billiart, the foundress of the Sisters of Notre Dame de Namur, with a strong focus on social justice to create lifelong learners, spiritual seekers, justice advocates and community leaders. Our mission, summarized by the words of Saint Julie Billiart, is to “teach them what they need to know for life.”

The Administrative Assistant, Substitute Coordinator manages all aspects of substitute teacher services, including recruitment, onboarding, placement, and daily coverage. This position ensures that classrooms are adequately staffed, compliance requirements are met, and substitute teachers receive timely communication and support. This position reports to the Director of Teaching & Learning.

Essential Duties and Responsibilities:

• Administer the school’s substitute teacher process.
• Recruit, screen, and onboard substitute teachers; verify credentials, permits, fingerprint clearance, and TB results.
• Maintain an active substitute roster and ensure records are accurate and up to date.
• Monitor daily teacher absences and coordinate appropriate coverage.
• Provide training, guidance, and communications to substitute teachers in alignment with Department Heads and the Director of Teaching and Learning.
• Partner with Faculty teaching staff to resolve coverage gaps.
• Track and report substitute usage, costs, and trends.
• Support payroll processing by verifying substitute hours and assignments.
• Respond to substitute inquiries, complaints, and requests for assistance.
• Provide back-up coverage for school receptionist(s) as needed.
• Perform other administrative tasks and special projects as assigned.

Qualifications

Minimum

Qualifications:

• Minimum of three years of administrative experience
• Requires sound judgment, initiative and independent work
• Excellent communication and organizational skills
• Expert level Google Suite and Microsoft Office skills
  
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Preferred

Qualifications:

• Experience with Catholic education and/or secondary education
• College degree preferred
• Demonstrated growth mindset
• Multi-lingual preferred
• Commitment to equity and excellence

Terms of Employment:

• Competitive compensation package
• Full-Time position