Hiring Now Program Manager

Job DescriptionJob Description

Job Descriptions- Program Manager

Position

Program Manager

Department

Central Office

Reports To

Executive Director

FLSA Status

Exempt

Pay Grade

Band 7

Job Type

Full Time

Work Hours

7:30 AM-5:00 PM

JOB GOAL

Teachers Now is currently seeking a Full-Time Program Manager to support the day-to-day operations and systems involved in managing substitute teachers and clients. This role will oversee assignment coordination, attendance tracking, payroll processing, employee management, and communication with partner schools to ensure seamless and effective operations.

Daily Operations/ Management:

• Facilitate communication and act as a liaison between employees (substitute teachers) and schools to ensure smooth daily operations.

• Manage substitute teacher assignments and vacancies for all assigned schools/markets using SmartFind Express and other resources.

• Track substitute availability, work hours, absences, and incident reports.

• Handle last-minute call-ins and arrange for substitutes as needed.

• Maintain accurate and up-to-date records for all substitute assignments, school-specific requests, and individual availability.

Payroll and Attendance:

• Accurately monitor worked hours and manage payroll details for substitutes, ensuring timely and accurate processing.

• Confirm and verify employee hours biweekly for payroll processing.

• Administer time and attendance systems, including tracking and verifying worked hours.

Employee & School support:

• Assist in the onboarding process for substitutes, ensuring compliance with all legal requirements, including I-9 and E-Verify.

• Lead orientations and training sessions for substitutes and schools to ensure smooth integration.

• Respond to inquiries from substitutes and schools, addressing any issues related to assignments, policies, or payroll.

Documentation & Compliance:

• Ensure compliance with employment-related forms, laws, and requirements.

• Maintain both physical and digital records of incidents, reimbursements, assignments, and training.

• Manage I-9 verifications and other documentation in accordance with company policies.

Communication & reporting:

• Create and maintain user guides and handbooks for substitutes and schools.

• Monitor and address feedback from employees, schools, and substitutes, including responding to Google reviews professionally.

• Provide detailed and accurate reporting on assignments, attendance, and payroll.

Social Media & Marketing:

• Oversee and manage the program’s social media presence, ensuring up-to-date and relevant information for both employees and schools.

Other Duties:

• Assist the Executive Director and team with new implementation processes and assignments as needed.

• Participate in industry conferences and training to stay updated on trends.

• Perform other duties as assigned to ensure the efficient operation of the program.

Additional duties may be assigned as needed, as the scope of responsibilities may evolve beyond those listed above.

Qualifications:

• Associate’s degree required; Bachelor’s degree

• Must pass a background check and fingerprint clearance

• At least 1 year of experience in a management or supervisory role

• Proficient in payroll systems, online management platforms, and Microsoft Office Suite

• Familiarity with employment laws, regulations, and I-9 compliance

• Exceptional organizational and time management skills, with strong attention to detail

• Excellent written and verbal communication skills; able to collaborate effectively with school partners and team members

• Self-motivated with the ability to work independently and manage responsibilities with minimal supervision
  
  

Work Environment & Physical Requirements:

• Position based on-site at the Central Office

• Standard schedule: Monday–Friday, 7:30 AM–4:30 PM

• Flexibility to work evenings and weekends as needed

• Occasional light physical tasks, including lifting

• Travel required as necessary
  
  

Benefits:

• Comprehensive health coverage options or a medical allowance

• Generous paid time off (PTO) to support a healthy work-life balance

• 403(b) retirement plan to help secure your financial future

• Employee discounts on select products and services

• Reimbursement for travel and required background checks/fingerprinting

This is a great opportunity for a professional who thrives in a fast-paced, dynamic environment and is passionate about making a positive impact on school operations. If you are a proactive individual with strong organizational and communication skills, we encourage you to apply. Join our team and help us deliver seamless substitute teacher management services to our contracted schools.