Substitute Coordinator (part-time, 2026-2027)

Published: 6/14/2022

Job Description

About the School

Georgetown Day School opened its doors in 1945 as the first integrated school in a segregated city. GDS was founded by seven changemaker families who envisioned a school committed not only to academic excellence and educational innovation but also to respect and care for others. Believing that diversity is a critical foundation for the most transformational learning, they established a school where all children would be welcomed, celebrated, and challenged to be their best selves.

Today, the School’s philosophy and programs strongly reflect its roots. GDS fosters a community of belonging while lifting up every student’s unique gifts, building in each the capacity for compassion, leadership, and creating positive change. 1125 engaged and talented PK-12 students across three divisions love to learn and learn to change the world in GDS’s exciting urban campus with its outstanding facilities. Recognized as one the most dynamic educational institutions in our capital city and nation, GDS today is in a uniquely attractive position, with a deeply-felt and lived history, clear mission, and genuine openness to the possibilities that lie ahead.

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