Part-Time Program Services Specialist- Aviation

Gavilan College•San Martin Aviation Site, CA

13d•Onsite

About The Position

Under general direction, the Aviation Program Specialist provides comprehensive administrative and program support to Gavilan College’s Aviation Maintenance program. The position coordinates office operations, maintains timelines, and supports communication among faculty, staff, students, vendors, regulatory agencies, and community partners. Responsibilities include budget monitoring, financial recordkeeping, purchase orders, inventory, attendance tracking, and regulatory reporting to the Chancellor’s Office and the Federal Aviation Administration. The Specialist also supports program recruitment, outreach, student services, and employment initiatives, using independent judgment, problem-solving, and creativity to resolve issues and advance program success. The role may guide students to specialized college programs and other resources while working independently at the San Martin Airport Gavilan College location. The ideal candidate is organized and equity-minded, with program coordination and administrative management skills. The position calls for budget tracking, grant compliance, financial reporting, equipment inventory, proficiency with Excel and financial and institutional software, initiative, critical thinking, and the ability to work independently while following college policies and procedures. The Specialist collaborates with the Dean, faculty, staff, and students and supports inclusivity and student success, particularly for historically underserved and underrepresented student populations. This is a part-time position at 0.5 FTE, working 20 hours per week. District benefits are prorated based on FTE. The illustrative education and experience is an Associate of Arts degree with major coursework in business or public administration, or a related area providing program-specific knowledge and skills, and two years of experience in program administration, analytical or instructional support.

Requirements

Associate of Arts degree with major coursework in business or public administration, or an area that provides program-specific knowledge and skills.
Two years of experience in program administration, analytical support, or instructional support.
Knowledge of federal, state, and other regulations pertaining to the program area.
Knowledge of procedures and requirements for student program eligibility and of program and service needs of students served.
Knowledge of program planning, budgeting, and monitoring principles and practices.
Knowledge of computer use and desktop application software pertinent to the assigned area.
Knowledge of English grammar, spelling, and punctuation.
Skill in planning and delivering effective oral presentations to groups.
Ability to read, interpret, and apply relevant regulations, policies, and procedures.
Skill in planning and tracking program budgets and drafting and implementing program plans, objectives, and procedures.
Ability to represent the program at internal and external committees and meetings.
Ability to establish and maintain records, data, and required reports, and to prepare effective written reports and correspondence.
Skill in planning and coordinating program-related special events.
Ability to establish and maintain effective working relationships, including working with students with special needs.
Valid California driver's license and satisfactory driving record.
Specified positions within this class may require certification of bilingual skills.

Nice To Haves

Proficiency with Excel, financial systems, and institutional software.
Experience or skills in grant compliance, financial reporting, and inventory of equipment.
Initiative, critical thinking, and proactive problem-solving abilities.
Commitment to inclusivity, student success, and supporting historically underserved and underrepresented student populations.

Responsibilities

Serve as liaison with external agencies on program funding, inter-agency cooperation, client and student services or needs, mandates, referrals, and coordination.
Coordinate with college staff regarding student needs, assistance, status and progress, accommodations, program capabilities and limitations, and related program matters.
Read and interpret program regulations and draft objectives, plans, and procedures to ensure compliance.
Draft and monitor the assigned program budget; maintain expenditure records, prepare reports and invoices, track funding requirements, and work with the business office to resolve discrepancies.
Collect, compile, summarize, and analyze program, student, and client statistics; enter information into computer systems and maintain databases for tracking, reporting, communication, and outreach.
Prepare required and informational reports on program statistics, services, and activities.
Prepare correspondence, reports, brochures, publications, and other written materials in collaboration with college departments and programs.
Determine student eligibility for program services and benefits.
Recruit students for program services and college attendance by communicating program benefits.
Provide student orientations and explain policies, procedures, and requirements to students and others.
Monitor student and client status, needs, and progress; advise and assist students with school, personal, and program-related issues and processes, and make referrals.
Identify college and community resources and services, and help students or clients access them through appointments, applications, and coordination with referral agencies or individuals.
Present to groups to promote program use and understanding of issues related to the program and the people it serves.
Arrange or prepare and conduct special training for students, clients, college staff, and others.
Coordinate program-related special events, including conferences and workshops.
Identify, obtain, and maintain special resources for students, clients, and staff.
Attend, conduct, or participate in committees and meetings.
Provide responsible office support for the program.
Support budget tracking, financial recordkeeping, purchase orders, inventory, attendance tracking, and regulatory reporting for the Aviation Maintenance program.
Support program outreach, student support, and employment initiatives.