Manager: Substitute Services - Talent (2025-26)

Ref. 11315

Position Description

BASIC FUNCTION : Implement a broad range of human resources programs for substitute certificated and classified staff including: recruitment, selection and hiring; qualification and credential verification; wage and salary administration; assignment; support; evaluation; discipline; terminations; reassignment. Manage, analyze and report on a range of data sets and information pertaining to substitute staff and teachers. Manage and execute special projects in support of HRSS.

Maintain confidentiality of all personnel matters; some duties will involve access to confidential information concerning employer-employee relations.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to accurately reflect the principal job elements).

ESSENTIAL FUNCTIONS

• Manage the substitute pipeline for classified and certificated personnel, ensuring adequate pools of qualified substitutes; create marketing and communication materials and engage in promotional activities to bring certificated and classified subs into the District; maintain active partnerships with organizations that provide access to potential substitute staff and teachers; manage and participate in job fairs and related events to promote substitute teacher and staff opportunities within the District.
• Manage and execute the hiring process for certificated and classified substitutes including: screening; interviewing; extending offers; coordinating hiring activities; validating credentials and qualifications; verifying prior employment; and reviewing hiring documentation.
• Manage and execute onboarding and work-enablement processes for certificated and classified substitutes including: generating electronic employee records; creating access to and training substitutes in use of the electronic substitute registration and matching system; conducting orientations and disseminating communications to prepare incoming substitutes.
• Establish and maintain strong relationships with District principals, site administrators, central office administrators; provide “high touch” support as needed, particularly for escalated or emergency substitute situations.
• Manage and execute substitute request and placement activities, including but not limited to: substitute requests entries, timecard creation and completion; assignment of certificated and classified substitutes; communication with principals, site administrators, and central office administrators.
• Manage and execute routine human resources services in support of certificated and classified substitutes, including but not limited to: resolving pay issues; advising regarding human resource regulations; advising about and monitoring sub and site blocks.
• Liaise with relevant leaders and staff in Oakland charter schools to support the certificated and classified substitute needs of charter schools; oversee substitute management services for charter schools as agreed by District.
• Monitor and quality assure operation of processes and systems associated with placement and management of certificated and classified substitute staff, to ensure compliance with District, state and federal regulations regarding the placement and use of certificated and classified substitutes, including: placement and tracking of certificated and classified substitutes; communication with sites to validate and determine the nature of vacancies; guide and inform site administrators and leaders of processes, rules, and regulations governing use of substitutes; resolve issues and situations in which substitutes are not being utilized per rules, regulations and laws.
• Liaise and coordinate with Technology Services to generate data sets and reports pertaining to certificated and classified substitute to ensure the substitute management system meets the needs of and adheres to regulations governing HRSS.
• Compile, track and analyze data related to systems, processes, and procedures related to certificated and classified substitutes; conduct analysis, identify recurring themes or patterns, and recommend solutions to continuously improve the functions associated with substitute services in the District.
• In partnership with principals, site administrators, and central office managers, manage, monitor, and evaluate certificated and classified substitutes; coordinate with relevant unions and administrators to monitor and evaluate the performance of staff, proactively identifying and resolving situations that negatively impact students or violate laws, regulations or rules adhered to by the District. Participate in discipline proceedings for substitutes as required.
• Maintain employee files for all active and former District employees, ensuring secure storage of files in accordance with District, state and federal regulations; manage the scanning and conversion of paper-based files to electronic files and the future creation of new electronic files for all active and former employees.
• Remain current on existing California laws and requirements related to substitute staff and teachers; also remain abreast of any pertinent legislative changes.
• Train HRSS and other District staff as needed regarding systems, requirements, processes, and regulations related to substitute staff and teachers.
• Supervise and evaluate staff assigned.
• Attend job related meetings.
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS:

TRAINING, EDUCATION AND EXPERIENCE: Any combination of education, training and/or experience equivalent to: a Bachelor’s degree with a major in personnel, public, or business administration, or a related field, and three years experience in a personnel or labor relations function.

LICENSES AND OTHER REQUIREMENTS:

Valid California Driver’s License

Employment eligibility will include fingerprints, Tuberculosis and/or other employment clearance

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Strategic direction, plans and priorities of the District
• Applicable federal, state, and District codes, regulations, policies and procedures
• Methods to interpret, apply, and explain rules, regulations, policies and procedures
• Various District bargaining unit contracts related to employee evaluation
• Sound personnel practices and procedures
• Legal and equitable interview and selection techniques
• Functions of personnel, wage and salary administration, contract interpretation, investigations, evaluation, supervision, and discipline
• Planning, organization and coordination needed for assigned program
• Effective strategies, theories, techniques, and methods of professional development
• Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students and personnel
• Interpersonal skills using tact, patience, and courtesy
• Principles and practices of effective leadership
• Presentation, communication, and public speaking techniques
• Credentialing procedures, requirements, and rules of the Commission on Teacher Credentialing
• Correct English usage, grammar, spelling, vocabulary and punctuation
Computer software, hardware, and related technology

ABILITY TO:

• Design, develop and implement broad strategic initiatives and work plans
• Employ an analytical, systems-thinking approach to work
• Explain complex problems and solutions in clear, concise and compelling ways
• Interpret District collective bargaining contract language
• Establish and maintain effective working relationships with others of diverse backgrounds, experience, and personalities
• Implement plans and evaluate their outcomes
• Motivate and support adults to transform their practices
• Serve as resource to District administrators and facilitate communication throughout the District
• Set goals, work independently and drive results
• Produce high quality work, including strong attention to detail
• Manage multiple assignments, priorities, and projects in a demanding environment
• Solve complex problems and think boldly to maximize new opportunities using data-driven approaches
• Adapt to feedback and maintain a focus on continuous improvement
• Communicate effectively in English orally and in writing
• Finish work on timely basis
• Prioritize work across responsibilities
• Communicate effectively with sites
• Learn new software applications and assist sites and central office departments in using Human Resources tools
• Work as an integral member of a team
Proficiently use MS Office (Word, Excel, PowerPoint, Access) and District employee, substitute, and student technology platforms

WORKING CONDITIONS:

ENVIRONMENT:

Office environment; driving a vehicle to conduct work; rapid-paced work, constant interruptions

PHYSICAL DEMANDS:

Hearing and speaking to exchange information in person and make presentations; dexterity of hands and fingers to operate a computer keyboard; seeing to monitor various activities and read documents, and view computer monitors; sitting or standing for extended periods of time; kneeling, bending at the waist, and reaching overhead, above the shoulders, and horizontally; lifting light objects.

NON-DISCRIMINATION POLICY:

The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.