Scheduling Coordinator, Apprentice Program & Substitutes
About The Position
Wu Yee Children’s Services believes nothing is more essential than excellent child care and education for all our children, right from the start. The Early Learning Apprentice and Substitute Coordinator is critical for managing the support of the Early Learning apprentices and substitutes. This position carries the primary responsibility for supporting the coordination of placement and scheduling for apprentices working for Wu Yee Children's Services, as well as for the pool of Teacher Assistants and Substitutes. The coordinator designs and executes the intake and orientation process for these groups, ensuring a smooth transition into the Early Learning department. They will develop and maintain robust, real-time tracking systems to monitor placement stability, progress, and compliance. This role serves as the logistical lead for the Substitute and the Teacher Assistant workforce: managing onboarding, scheduling, and operational troubleshooting. Finally, this role will support Mentor Teacher Seminars and monitor the goals of both mentors and apprentices.
Requirements
- Bachelor's degree in early Education or, Child Development or a related field and 24 ECE units and adult learning preferred or ability to demonstrate work related equivalency.
- Knowledge of the San Francisco Community.
- Minimum of 3 years of experience working in program coordination
- 2 years of experience in Early Learning programming.
- Proven experience designing and coordinating training, orientation, or onboarding programs for new staff or participants.
- Demonstrate proficiency in developing and managing robust tracking systems (databases, advanced spreadsheets, or project management software) for high-volume participant data.
- Excellent written and oral communication skills, including comfort with leading group training and information sessions.
- Strong computer skills, including proficiency in Excel, PowerPoint, and database management.
- Availability to work some weekends and evenings throughout the year as required.
Responsibilities
- Placement Coordination & Lifecycle Management: Lead the coordination of placement and ongoing scheduling for all apprentices working for Wu Yee Children's Services, ensuring placements align with program needs and apprentice learning goals.
- Orientation & Onboarding: Design, schedule, and lead comprehensive orientation sessions for incoming apprentice cohort, ensuring participants are fully prepared for their specific classroom roles.
- Tracking & Monitoring: Develop and manage a real-time tracking system for the apprentice lifecycle, including orientation completion, placement progress, performance metrics, and compliance record.
- Integration Support: Monitor apprentice integration closely, identifying and flagging potential placement or retention issues early to the Early Learning Projects Manager and Center Manager for timely intervention.
- Point of Contact: Will be the primary contact for all IRISE staff.
- Onboarding & Intake: Oversee the onboarding process for new substitutes and teacher assistant, coordinating with HR to ensure all intake requirements, site orientations, and initial placements are completed effectively.
- Scheduling & Development: Active responsibility for supporting the scheduling and daily deployment of substitute teachers and teacher assistants, ensuring consistent classroom coverage and adherence to require ratios.
- Training & Development: Organize and facilitate comprehensive training and orientation sessions for substitutes to ensure they are aligned with program standards, safety protocols, and curriculum expectations.
- Troubleshooting & Support: Act as the primary point of contact to troubleshooting logistical challenges with substitute pool, including resolving scheduling conflicts, addressing system/platform issues, managing placement concerns with be supported and in partnership with Regional Managers.
- Meet with mentor teachers on a monthly basis to discuss apprentice progress and needs.
- Coordinate monthly mandatory mentor teacher meetings, including setting agendas and documenting attendance /key discussion points.
- Support participating mentor teachers in their work with apprentices, serving as a liaison for resource allocation and program compliance.
- Serve as the Coordinator and Liaison for the California Mentor Teacher Project.
- Review and collect training documentation and requirements for reimbursement and stipend pay.
- Support the Mentor Teacher Selection Committee.
- Prepare and submit onboarding, placement, and mentor teacher reports as required, ensuring data accuracy from the tracking system.
- Serve as the primary internal point of contact for staff (HR, site manager, etc.). regarding apprentice and substitute placement and current status.
- Coordinate with departmental management to arrange staffing and schedules for mandatory orientation events.
- Other duties as assigned.
Benefits
- Fully paid employee health, dental, and vision.
- 403b with matching contribution after 1 year.
- 14 holidays, 15 days vacation, and paid sick leave.
- Lots of opportunities for advancement across the organization.
- Extensive paid training and professional development.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Number of Employees
101-250 employees
