Workforce & School Staffing Coordinator

Legacy Traditional Schools • Chandler, AZ

6h • Onsite

About The Position

Ignite your desire to be the best! Imagine an energy so positive, so powerful, it ignites your desire to be the best, inspires you to bring out the best in others, and fuels your aspiration to do the best work of your career. At Legacy Traditional Schools we do things a special way, in a way that ignites our desire to be the best, illuminates our educators’ best talents, lights up the minds of our students, and fuels our school spirit. We shine the brightest when we raise our hands and rise to the challenge of changing lives through education, cultivating bright curious minds, achieving award-winning results, upholding our values, and engaging positively with our students, parents and communities. 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.

Requirements

• Proven experience 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 with a track record of maintaining near-perfect data integrity in a system of record (e.g., HRIS, WFM, or ticketing system).
• Proficiency with 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.

Nice To Haves

• Direct hands-on experience with Frontline Absence & Time.
• Previous experience working in a central operations function supporting multiple geographically distributed sites.
• Familiarity with the operational and staffing needs of a K–12 school environment.
• Experience working in an environment where new, centralized processes were being adopted and refined.
• Associate's or Bachelor's degree in Business , Operations Management, or a related field.
• Experience using Microsoft Teams for professional communication and coordination.

Responsibilities

• 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, and role — before initiating the 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.
• Continuously monitor the live request queue, methodically working through items in sequence to ensure timely acknowledgment and processing of every submitted need.
• 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 and the accuracy of all assignment details prior to finalizing placement.
• 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
• Assist in coordinating scheduling and assignment logistics for clinical staff (SLPs and Psychologists) across campuses, ensuring accurate placement records are maintained in the system.
• Track clinical staff assignments and hours to support accurate reporting 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 system immediately and 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 to identify and correct any discrepancies in shift records or substitute information, ensuring the system remains the 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 and accurate data.
• Ensure all 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 inquiries regarding the 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.
• Proactively identify and 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.
• Identify opportunities to improve personal workflow efficiency or request fulfillment accuracy within the boundaries of the established playbook, and bring well-documented improvement ideas to the Manager.
• High performers may have the opportunity to lead the implementation of approved process improvements.

Benefits

• Enjoy industry-leading pay, rewards, referral bonuses and paid time-off.
• Care for your health and your family with comprehensive medical, dental, and vision benefits, discounted onsite childcare and student enrollment priority.
• Invest in your future with retirement plans and enhance your growth with promotion opportunities, training, mentoring, and tuition reimbursement.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees