Program Services Specialist- Tutoring/Writing Center

Gavilan College • Gilroy Campus, CA

5d

About The Position

Under general supervision, the Program Services Specialist provides administrative, liaison, and program support for students in specialized College programs, including tutoring and writing support services. The position coordinates student support activities with a program manager and exercises judgment within established program and College guidelines. Work includes student and program advocacy, outreach and recruitment, budget monitoring, record keeping, data tracking, reporting, and office support.

The role serves as a point of contact for students, tutors, faculty, staff, and external agencies. It helps students understand program services and eligibility, monitors their needs and progress, makes referrals, and coordinates access to College and community resources. The position also supports tutors through clear processes, routine administrative assistance, and timely communication. The ideal candidate is student-centered, approachable, adaptable, equity-minded, and committed to culturally responsive practices and student success. Support may be provided in person and online to a diverse student and faculty population.

The role may involve preparing budgets, invoices, reports, correspondence, outreach materials, and presentations; coordinating orientations, training, workshops, conferences, and other special events; and participating in committees and meetings. The position requires working collaboratively across the College and with external agencies, and maintaining accurate program records and databases.

Requirements

• Associate of Arts degree with major coursework in business or public administration, or in an area providing 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 student program eligibility procedures and requirements.
• Knowledge of program and service needs of students served by the program area.
• Knowledge of program planning, budgeting, and monitoring principles and practices.
• Knowledge of computer use and desktop applications relevant to the assigned area.
• Knowledge of English grammar, spelling, and punctuation.
• Ability to plan and deliver effective oral presentations to groups.
• Ability to read, interpret, and apply regulations, policies, and procedures related to the program.
• Ability to plan and track program budgets and draft and implement program plans, objectives, and procedures.
• Ability to represent the program in internal and external committees and meetings.
• Ability to establish and maintain records, data, and required reports and prepare effective written reports and correspondence.
• Ability to plan and coordinate program-related special events.
• Ability to establish and maintain effective working relationships, including when working with students with special needs.
• Must possess a valid California driver's license and have a satisfactory driving record.
• Specified positions within the classification may require certification of bilingual skills.

Nice To Haves

• Ability to create an inclusive, welcoming space for students and staff from diverse cultural, linguistic, and educational backgrounds, including first-generation, low-income, multilingual, and historically marginalized students.
• Strong organizational and record-keeping skills, including intermediate proficiency in Microsoft Excel and attention to detail in onboarding, scheduling, usage tracking, and tutoring-related documentation.
• Proficiency using and learning technology such as Microsoft 365, learning management systems, and tutoring or tracking software.
• Strong communication and teamwork skills, including working closely with coordinators, tutors, faculty, and staff to keep information clear, consistent, and timely.
• Interest in supporting tutors by clarifying expectations, handling routine administrative tasks, and maintaining processes that let tutors focus on students.
• Experience in tutoring or writing support, preferably prior work as a peer tutor in subject-based or writing tutoring.
• Openness to ongoing learning, feedback, and professional development related to tutoring, learning support, equity, and student success.
• Commitment to equity and culturally responsive practice, and an interest in helping all students feel they belong and can succeed.
• Bilingual fluency in English and Spanish is identified as a desirable skill in the ideal candidate description.

Responsibilities

• Serve as a liaison with external agencies on program funding, inter-agency cooperation, student services and needs, mandates, referrals, and coordination.
• Coordinate with College staff regarding student needs, assistance, status, progress, accommodations, program capabilities, materials, and related matters.
• 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; maintain databases for tracking, reporting, communication, and outreach.
• Prepare informational and required 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.
• Monitor student or client status, needs, and progress; confer with, advise, and assist students regarding school, personal, and program-related matters, decisions, and processes; make referrals.
• Identify appropriate College and community resources and assist students or clients with appointments, applications, and coordination with referral agencies or individuals.
• Present to groups to promote program utilization and understanding of issues related to the program and the people it serves.
• Arrange or prepare and conduct special training for students or clients, College staff, and others.
• Coordinate program-related special events, including conferences and workshops.
• Identify, obtain, and maintain special resources for students or clients and staff.
• Attend, conduct, or participate in committees and meetings.
• Provide responsible office support for the program.
• Support tutoring operations through administration, scheduling, usage tracking, documentation, and clear communication with coordinators, tutors, faculty, and staff.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree