Program Services Specialist - Basic Needs/Fresh Success

Gavilan College•Gilroy Campus, CA

About The Position

Under general supervision, the Program Services Specialist provides administrative, liaison, and program support for students in specialized College programs. The position supports the Basic Needs/Fresh Success department at both the Gilroy and Hollister campuses, requiring adaptability and consistent, high-quality service across locations. The specialist works with a program manager and exercises judgment within established program and College guidelines. The role coordinates student support services, advocates for students and programs, conducts outreach and recruitment, and performs administrative and technical functions. These include budget planning and monitoring, maintaining detailed records and financial accounts, analyzing program and student data, and preparing periodic and special reports, including reports to the Chancellor’s office. The position also helps determine student eligibility, provides orientations and advising, makes referrals, coordinates resources and services, and collaborates with College staff and external agencies. The ideal candidate is equity-minded and committed to student-centered, culturally responsive practices, cross-campus collaboration, community service, and addressing the connection between students’ basic needs and academic success. Strong communication skills and English-Spanish bilingual fluency are identified as important. Technical tools and experience described include Microsoft 365, Ellucian Banner, basic webpage management, and social media platforms.

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 related to the program area, student program eligibility procedures, student service needs, program planning and budgeting, relevant computer applications, and English grammar, spelling, and punctuation.
Ability to plan and deliver oral presentations; interpret and apply program regulations and policies; plan and track budgets; draft and implement program plans and procedures; represent the program in meetings; maintain records and reports; prepare written materials; coordinate events; and establish effective working relationships, including with students with special needs.
Valid California driver's license and satisfactory driving record.
Some positions in this class may require certification of bilingual skills; the ideal candidate description specifies English-Spanish bilingual fluency.
Physical abilities include speech and hearing for communication, manual dexterity to use keyboards and handle papers, vision to read text and computer screens, and mobility to travel to off-campus meetings and conferences.

Nice To Haves

Experience with Microsoft 365, Ellucian Banner, basic webpage management, and social media platforms.
An associate degree in social work, business, public administration, or a closely related field, or valuable experience in student services.
Understanding of the connection between addressing students’ basic needs and supporting academic success.
Ability to build relationships and collaborate with colleagues and community partners across the Gilroy and Hollister campuses.

Responsibilities

Represent the College program and serve as a liaison to external agencies regarding funding, inter-agency cooperation, student services and needs, mandates, referrals, and coordination.
Coordinate with College staff on student needs, assistance, status and progress, accommodations, program capabilities, materials, and related matters.
Interpret program regulations and draft objectives, plans, and procedures to ensure compliance.
Draft and monitor program budgets, maintain expenditure records, prepare reports and invoices, resolve discrepancies with the business office, and track funding requirements.
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 students’ eligibility for program services and benefits.
Recruit students for program services and College attendance by communicating program benefits.
Conduct student orientations and explain policies, procedures, and requirements.
Monitor student and client status, needs, and progress; advise and assist with school, personal, and program-related issues and processes, and make referrals.
Identify College and community resources, and help students access them by arranging appointments, assisting with applications, and coordinating with referral agencies or individuals.
Present to groups to promote program use and understanding of issues affecting the program and the people it serves.
Arrange, prepare, and conduct special training for students, College staff, and others.
Coordinate program-related 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.