Workforce & School Staffing Coordinator

Position Overview

This role is the daily heartbeat of our centralized staffing system. You will manage a live queue of staffing requests conduct proactive outreach to our internal substitute pool coordinate clinical staff scheduling support and ensure every action is meticulously tracked in the system. You will work closely with the Manager Workforce & Service Delivery Operations who owns the strategy and system design your focus is precise consistent execution that keeps our schools running.

The right person for this role finds real satisfaction in bringing order to complexity. You thrive on clearing a queue hitting a fill rate target and knowing that your work directly translates to students having a teacher in their classroom or getting the services they need to thrive. You are detail-obsessed process-committed and energized by high-volume fast-paced work.This position will work from our Vertex Education office in Chandler AZ.

Responsibilities / Essential Functions

Systematic Queue Management

• Process all incoming staffing requests through the central intake system following a strict first-in first-out (FIFO) workflow to ensure fairness and consistency across all campuses.

• Verify all critical details of each staffing request including campus date time androle beforeinitiatingthe fulfillment process to minimize scheduling errors.

• Immediately log any off-system requests into the workforce management platform to ensure every need is captured and addressed within the standardized queue.

• Continuouslymonitorthe live request queue methodically working through items in sequence to ensuretimelyacknowledgment and processing of everysubmittedneed.

Internal Fulfillment & Outreach

• Relentlessly conduct outreach to the internal substitute pool using standardized communication templates methodically working through all available options to fill shifts.

• Exhaust all pre-defined internal fulfillment steps according to the operational playbook before escalating a request to management as unfilled.

• Assign approved internal substitutes to cover open shifts confirming their availability andthe accuracyof all assignment details prior tofinalizingplacement.

• Document all outreach attempts substitute responses and final placement confirmations in the system in real time to create a complete audit trail of fulfillment activities.

Clinical Staffing Coordination Support

• Assistin coordinating scheduling and assignmentlogisticsfor clinical staff (SLPs and Psychologists) across campuses ensuringaccurateplacement records aremaintainedin the system.

• Track clinical staff assignments and hours to supportaccuratereporting and proactive identification of coverage gaps or imbalances across the network.

• Coordinate substitute PTO requests and execute standardized callout response procedures ensuring all schedule changes are reflected in the systemimmediatelyand communicated appropriately.

• Flag any clinical staffing patterns including recurring gaps caseload imbalances or emerging coverage risks to the Manager for strategic review.

Data Integrity & System Maintenance

• Maintain perfect real-time data integrity by ensuring every assignment status change and cancellation is logged meticulously in the system of record before moving to the next task.

• Perform routine data verification toidentifyand correct any discrepancies in shift records or substitute information ensuring the systemremainsthe undisputed source of truth.

• Update substitute availability approved time off and contact information within the system to ensure outreach efforts are based on the most current andaccuratedata.

• Ensureall scheduling data is entered cleanly and consistently according to established guidelines providing reliable information for operational reporting.

Operational Support Escalation & Continuous Improvement

• Serve as the primary point of contact for school inquiriesregardingthe status of logged staffing requests providing information based solely on system data.

• Adhere to standardized communication templates and procedures when interacting with school staff and substitutes to ensure a consistent professional service experience.

• Escalate unfilled shifts and potential service disruptions to the Manager only after all internal fulfillment options have been verifiably exhausted.

• Proactivelyidentifyand document patterns in operational data such as recurring inaccurate requests from a campus low sub responsiveness in a region or timing trends in same-day requests and report findings to the Manager for systemic review.

• Identifyopportunities to improve personal workflow efficiency or request fulfillment accuracy within the boundaries of the establishedplaybook andbring well-documented improvement ideas to the Manager. High performers may have the opportunity toleadthe implementation of approved process improvements.

Required Qualifications

• Provenexperience in a high-volume coordination dispatch or central scheduling role managing a real-time queue of requests.

• Demonstrated ability to strictly follow standard operating procedures (SOPs) in a highly structured process-driven environment.

• Meticulous attention to detail witha track recordofmaintainingnear-perfect data integrity in a system of record (e.g. HRIS WFM or ticketing system).

• Proficiencywith workforce management scheduling or service ticketing software such as Frontline Workday or Zendesk.

• Strong skills in Microsoft Excel or Google Sheets for data entry tracking and verification.

• Evidence of persistence and resilience in completing multi-step processes especially in exhausting all available options before escalating a problem.

• Clear professional communication skills suited to executing standardized high-volume outreach across multiple channels.

• Excellent organizational skills with the ability to manage and prioritize concurrent requests from multiple campuses.

Preferred Qualifications

• Direct hands-on experience with Frontline Absence & Time.

• Previousexperience working in a central operations function supporting multiple geographically distributed sites.

• Familiarity with the operational and staffing needs of a K12 school environment.

• Experience working in an environment where new centralized processes were being adopted and refined.

• AssociatesorBachelors degree in Business Operations Management ora relatedfield.

• Experience using Microsoft Teams for professional communication and coordination.