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.
