Manager – Substitute and Strategic Staffing and Partnerships

Manager � Substitute and Strategic Staffing & Partnerships

Reports to: Director II � Strategic Staffing & Partnerships
Pay Grade:  404
Duty Days:  239
FLSA Status: Exempt

Position Purpose
Manages the daily operations of substitute services and assisting in the execution of strategic staffing initiatives and external partnerships. Ensures effective substitute workforce coverage, high service levels, and operational alignment with district talent priorities through data-informed decision-making and continuous improvement.

This role bridges strategy and execution by translating district staffing priorities into efficient, scalable operational practices.

ESSENTIAL JOB FUNCTIONS

Substitute Services Operations

• Manages day-to-day substitute workforce operations including job fulfillment, placement, and assignment coordination.
• Monitors substitute fill rates, staffing gaps, and deployment efficiency to ensure campus coverage.
• Oversees substitute onboarding readiness in partnership with recruitment, onboarding, and certification teams.
• Oversee substitute payroll accuracy and compliance, ensuring alignment between Frontline assignments and compensation.
• Monitor payroll discrepancies and partner with Payroll to resolve issues and maintain audit readiness.
• Analyze substitute payroll data to inform staffing strategies and budget management.
• Implements processes to improve substitute utilization, responsiveness, and service quality.
• Addresses escalations related to substitute staffing issues and ensures timely resolution.
• Supports substitute engagement and retention strategies to maintain a reliable workforce.

Strategic Staffing Support

• Assists the Director in implementing staffing strategies to address vacancies, shortages, and workforce trends.
• Analyzes substitute usage patterns, vacancy trends, and workforce data to recommend operational improvements.
• Collaborates with recruitment and onboarding teams to support staffing pipeline alignment.
• Supports change initiatives related to staffing models, systems, and service delivery improvements.

Strategic Partnerships Coordination

• Assists in managing relationships with external vendors and partners supporting substitute services and staffing operations.
• Monitors vendor performance against service expectations and contracts.
• Coordinates communication between internal stakeholders and external partners.
• Identifies operational issues and recommends improvements in vendor-supported services.

Performance Monitoring & Reporting

• Tracks key performance indicators (KPIs) such as substitute fill rates, response times, and coverage levels.
• Produces regular reports and dashboards to support decision-making.
• Uses data to identify trends and continuous improvement opportunities in substitute and staffing operations. 

Process Improvement & Compliance

• Implements standard operating procedures for substitute management and staffing workflows.
• Ensures compliance with district policies, employment regulations, and audit requirements.
• Supports documentation, audit readiness, and process consistency across functional areas.

Supervisory Responsibilities

• Supervises substitute services staff.
• Provides coaching, training, and performance management.
• Assigns daily priorities and ensures operational accountability.
• Supports hiring, evaluation, and professional development of staff.

Collaboration & Stakeholder Engagement 

• Partners with campus leaders to support staffing needs and solve substitute coverage challenges.
• Collaborates with Recruitment, Onboarding, Certification, and Engagement teams for seamless operations.
• Maintains strong working relationships with internal and external stakeholders.

Budget & Resource Support

• Assists in monitoring substitute staffing expenditures and resource allocation.
• Supports cost-effective strategies for workforce deployment and vendor usage. 

Safety

• Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition.
• Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures.
• Corrects unsafe conditions in the work area and promptly reports any conditions that are not immediately correctable to the supervisor.

Personal Work Relationships

• All Fort Worth ISD employees must maintain a commitment to the District's mission, vision, and strategic goals.
• Exhibits high professionalism, standards of conduct and work ethic.
• Demonstrates high quality customer service; builds rapport/relationship with the consumer.
• Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork; responds and acts appropriately in confrontational situations.

Other Duties as Assigned

• Performs all job-related duties as assigned and in accordance with Board rules, policies and regulations.  All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required.

Knowledge, Skills & Abilities

• Knowledge of substitute staffing operations and workforce coordination.
• Knowledge of vendor coordination and service delivery models.
• Knowledge of policies, procedures, and compliance requirements related to staffing.
• Skill in analyzing staffing data and identifying trends to support decision-making.
• Skill in managing operational processes and balancing multiple priorities.
• Skill in problem-solving and resolving staffing challenges effectively.
• Skill in communication and stakeholder engagement across campuses and departments.
• Ability to collaborate across teams and support operational outcomes.
• Ability to ensure compliance with policies, procedures, and regulations.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to use HR systems, data tools, and dashboards effectively.
• Ability to demonstrate organization, time management, and accuracy in high-volume work.
• Ability to engage in self-evaluation with regard to performance and professional growth.

Travel Requirements

• Travels to school district buildings and professional meetings as required.

Physical & Mental Demands, Work Hazards

• Tools/Equipment Used:  Standard office equipment, including computer and peripherals.
• Posture:  Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion:  Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting:  Occasional light lifting and carrying (less than 15 pounds).
• Environment:  Works in an office; occasionally requires irregular and/or prolonged hours.
• Attendance:  Regular and punctual attendance at the worksite is required for this position.
• Mental Demands:  Maintains emotional control under stress; works with frequent interruptions.

Minimum Required Qualifications

• Education:
  • Bachelor's degree in a related field from an accredited college or university preferred.
• Certification/License:
  • Human Resources related certification (SHRM, PHR, etc.) preferred.
• Experience:
  • 7 years of experience in staffing operations, HR, or Talent Management required.
  • 5 years of professional-level support for leadership, and supervisory or team lead experience preferred:
    • Onboarding, certification, compliance, or employee processing.
    • Staffing coordination or workforce planning.
    • Vendor or partner coordination.
    • Public education or large organization environment.

This document is intended to describe the general nature and level of work being performed by people assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.