Job SummaryThe Central Indiana Child Care Alliance ("the Alliance"), in partnership with the United Way of Central Indiana, is a regional initiative supporting licensed family child care home programs across Boone, Hamilton, Hancock, Hendricks, Marion, Morgan, and Putnam counties. Through this collaborative model, a necessary shared resource is a sustainable system for substitute professionals in child care programs. Reliable staffing is one of the most pressing needs; when a professional is out, a program's ability to stay open, stay in ratio, and serve families depends on having a trusted substitute ready to step in.The substitute coordinator builds and leads the Alliance's shared substitute pool. This role is responsible for growing a dependable network of qualified, well-prepared substitute professionals and developing those substitutes over time so every placement strengthens the program it serves. The coordinator listens closely to child care professionals across all auspices to understand program routines, expectations, and staffing challenges. They then use what they learn to make thoughtful matches and continuously improve the service. Working alongside the shared services director, business coaches, and other Alliance staff, and in partnership with the Office of Early Childhood and Out-of-School Learning and other outside entities, the coordinator ensures every substitute meets all compliance requirements before and throughout their placements. The coordinator also develops, shares, and upholds clear policies and procedures for the substitute pool and ensures substitutes are prepared to follow each program's policies. Essential Functions and ResponsibilitiesTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Child Care Answers will make reasonable accommodations to enable individuals with disabilities to perform these functions.Builds, develops, and sustains the substitute poolDesigns and carries out a recruitment strategy to grow a pool of qualified substitute professionals that reflects the communities, languages, and locations of participating child care programsScreens, interviews, and onboards new substitutes, ensuring they understand expectations, child care settings, and their role in supporting children and other child care professionalsDevelops substitutes' skills and readiness through orientation, ongoing training, check-ins, and connections to professional development and credentialing pathwaysBuilds a sense of belonging and appreciation among substitutes to strengthen retentionRegularly assesses the size, availability, and qualifications of the pool against demand from participating child care programs and identifies strategies to close gapsListens to and partners with participating child care programs to understand and meet staffing needsLearns program routines, schedules, policies, and preferences through intake conversations, site visits, and regular check-insGathers feedback from child care programs after placements and uses it to improve matching, substitute preparation, and overall serviceResponds to concerns from participating child care programs in a prompt, respectful, and solutions-focused approachShares insights from participating programs and substitutes with Alliance staff to inform shared services and future supportsCoordinates substitute coverageManages the Alliance's substitute management platform, using it to receive requests for planned absences, call-offs, vacations, and emergencies, including same-day needsUses the platform to match substitutes to programs based on qualifications, availability, location, and program fit, and confirms placements with both partiesSupports participating child care programs and substitutes in learning and using the platformPrepares substitutes for each assignment with program-specific information on schedules, expectations, and policiesFollows up on open requests until coverage is secured and resolves scheduling issues, cancellations, and no-showsEnsures compliance in partnership with outside entitiesWorks with state licensing and other entities to verify that every substitute meets all requirements before they place themTracks credentials, background checks, required trainings, and renewal dates in the substitute management platform and acts on upcoming expirations before they affect a placementStays current on child care licensing regulations and staffing requirements, and communicates changes to substitutes, members, and Alliance staffMaintains complete, accurate, and audit-ready recordsBuilds, communicates, and upholds policies and procedures for substitutes and participating programs Develops and maintains substitute pool policies and procedures in partnership with the shared services director, including a substitute code of conduct, attendance and call-off expectations, professional conduct, confidentiality, and a substance-free workplace policy that clearly defines expectations for arriving to work free from the influence or odor of alcohol, cannabis, and/or other impairing substancesEstablishes clear procedures for responding to policy concerns, including how participating programs report an issue, how staff document and review incidents, and what corrective action, removal from an assignment, or removal from the pool may followShares substitute pool policies with both substitutes and participating child care programs, to ensure that expectations are clear and consistent on all sidesEnsures that participating child care programs onboard substitutes to each program's own policies, procedures, and routines before or at the start of an assignment, recognizing that every program's policies differ from those of the substitute poolEnforces policies fairly and consistently and reviews them regularly with Alliance staff to reflect lessons learned, feedback, and regulatory changesWorks alongside Alliance staff as part of a coordinated shared services teamCollaborates with the shared services director, business coaches, and other Alliance staff to align substitute services with Alliance members' broader business and staffing goalsCoordinates with business coaches when staffing challenges point to opportunities for additional coaching, employment practices, or other Alliance supportsParticipates in team meetings, planning, and Alliance member events; contributes to a positive and collaborative team cultureUses data to track impact and drive continuous improvementUses platform data to track substitute hours, assignments, fill rates, response times, attendance, and feedbackPrepares regular reports on substitute use, subpool status, and unmet staffing needs for Alliance leadership and fundersRecommends and implements improvements to the substitute process based on data and input of participating programs and substitutesEducation, Experience, and RequirementsTo perform this job successfully, an individual must have the following:EducationBachelor's degree in early childhood education, business, human resources, or a related fieldExperienceMinimum of two (2) years' experience in child care, staffing, recruitment, scheduling, customer service, human resources, or a related fieldKnowledge of Indiana child care licensing requirements and early childhood staffing practicesExperience recruiting, training, or supporting staff or volunteers strongly preferredCompetenciesProficiency with Microsoft Office, email, scheduling systems, and databasesAbility to learn and navigate multiple data systems and work-related toolsExperience with virtual meeting platforms such as Zoom or Microsoft TeamsAbility to manage multiple priorities and shifting requests, demonstrate proactive initiative, and adapt in a dynamic environmentAdditional RequirementsFluency/proficiency in English required; proficiency in an additional language strongly preferredThis is a hybrid position, with a combination of remote work, in-office presence, and travel to child care programsBecause staffing needs often arise unexpectedly, flexibility to respond to same-day requests, including some early mornings, evenings, and weekends, is requiredMust have a valid driver's license, reliable transportation, and proof of automobile insuranceKnowledge, Skills, and AbilitiesThe successful employee will demonstrate individual competency in the following areas:Written and Verbal Communication Skills: The coordinator must clearly and promptly communicate needs, expectations, and updates to substitutes, participating child care programs, colleagues, and outside partners, whether by phone, text, email, or in person. The coordinator should listen carefully and ask the right questions comfortably and confidently.Social Perceptiveness and Professionalism: The coordinator must be socially aware of socio-economic, geographic, cultural, and intellectual differences as they work with child care programs, substitutes, and partners. They demonstrate professionalism in appearance and actions, approach difficult or sensitive situations with composure and respect, and contribute to a positive and inclusive work environment.Innovative Thinking: The coordinator must be an innovative thinker who looks for new ways to recruit, prepare, and retain substitutes, seeking out diverse perspectives, fresh connections, and additional networks that strengthen the pool.Interpersonal and Influencing Skills: Interpersonal skills include compassion, positivity, patience, and active listening, with a demonstrated ability to build trust and lasting relationships with both providers and substitutes. The coordinator uses influencing skills to build commitment to the substitute program and to align partners around shared goals.Problem Solving / Decision Making: The coordinator will calmly and logically resolve staffing gaps and scheduling conflicts, often under time pressure, and develop alternative solutions when faced with obstacles. They must be highly organized and detail-oriented to keep placements, compliance records, and team goals on track.