Definition
Under general supervision, to provide administrative, liaison and program support services for students in specialized College programs; and to perform related duties as assigned.Distinguishing Characteristics This classification performs administrative, technical and office support work in coordinating one or more of the College's student support services programs, working with a program manager. Responsibilities of this class include student and program advocacy, outreach and recruitment, and administrative functions such as budget projection and monitoring, maintaining and updating detailed records and financial accounts, and preparing periodic and special reports including those to the Chancellor's office. Assignments require incumbents to exercise judgment within established program and College guidelines. This class differs from Senior Program Services Specialist in that the latter independently provides such support for the most complex and critical programs.
Ideal Candidate:
The ideal candidate for this position is an equity-minded individual who understands the importance of holding ourselves accountable for closing equity gaps and engaging in equitable practices. Gavilan strives to attract candidates who view the elimination of inequities as an individual and collective responsibility and who are able to reframe inequities as a problem of practice. The ideal candidate understands the mission and purpose of the Human Resources department and demonstrates a commitment to student-centered practices, effective cross-campus collaboration, purposeful service to the community, and culturally responsive practices. The ideal candidate will be student-centered and approachable, adaptable, and able to work in a fast-paced environment and respond to the needs of a diverse student and faculty population while providing in-person and online support to students, tutors, faculty, and staff. The ideal candidate will have experience in tutoring or writing support and an understanding of how academic support services contribute to student success. Desirable skills include bilingual fluency in English and Spanish, strong written and verbal communication, proficiency in Microsoft Excel, and comfort using or learning basic webpage tools, tutoring or tracking software, and social media platforms to support clear, timely communication. The ideal candidate is detail-oriented, organized, and skilled in record-keeping and documentation and is adaptable and comfortable managing high volumes of inquiries and streamlining administrative tasks.
Essential Duties
- Serves as liaison with, and represents the college's program to, external agencies on matters related to program funding, inter-agency program cooperation, services to or needs of specific clients/students, mandates, referrals, and other cooperation and coordination; ·
- Serves as liaison and contact with college staff regarding student needs, assistance, status and progress, special accommodations, program capabilities and limitations, production of materials, and related program matters;
- Reads and interprets program regulations and drafts objectives, plans and procedures to ensure compliance;
- Drafts and monitors the budget for the assigned program area; maintains expenditure records and prepares reports; works with the business office to resolve discrepancies; performs special budget tracking related to funding requirements; prepares invoices;
- Collects, compiles, summarizes and analyzes program, student and client statistics; inputs to computer and maintains data bases for data tracking, reporting, communication, and outreach;
- Prepares a variety of informational and required reports on program statistics, services, and activities;
- Prepares a variety of written materials including correspondence, reports, brochures, publications, and other materials, working in collaboration with college departments and programs;
- Determines eligibility of students for program services and benefits;
- Recruits students for program services and college attendance through program benefits;
- Provides program orientations for students, and explains policies, procedures and requirements to students and others;
- · Monitors student/client status, needs and progress;
- Confers with, advises and assists students on a variety of school, personal and program related issues, decisions and processes and makes referrals;
- Identifies appropriate resources and services within the college and community, and assists students/clients by arranging appointments, assisting with applications, discussion with referral agency or individual, and other coordination;
- Makes presentations to various groups to promote program utilization and understanding of issues related to the program and the individuals it serves;
- Arranges or prepares and conducts special training for students/clients, college staff, and others;
- Coordinates special events related to the program such as conferences and workshops;
- Identifies, obtains and maintains special resources for students/clients served and staff;
- Attends, conducts and/or participates in a variety of committees and meetings;
- Provides a variety of responsible office support for the program.
Minimum Qualifications, Education, and Experience Desirable Qualifications
- Ability to create a welcoming, inclusive 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 other documentation related to tutoring services.
- Proficiency using and learning technology (such as Microsoft 365, learning management systems, and tutoring or tracking software) to support communication, record-keeping, and daily operations.
- Strong communication and teamwork skills, with the ability to work closely with coordinators, tutors, faculty, and staff to keep information clear, consistent, and timely.
- Interest in supporting tutors by helping clarify expectations, handling routine administrative tasks, and maintaining processes that allow tutors to focus on working with students.
- Experience in tutoring or writing support, preferably including 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, including an interest in helping all students feel that they belong and can succeed.
Knowledge of:
- Federal, state and other regulations pertaining to the program area.
- Procedures and requirements for student program eligibility.
- Program and service needs of students served by the program area.
- Principles and practices of program planning, budgeting and monitoring.
- Computer use and desktop applications software pertinent to the assigned area.
- English grammar, spelling and punctuation.
Skill in:
- Planning and delivering effective oral presentations to groups.
- Reading, interpreting and applying regulations, policies, and procedures related to the program.
- Planning and tracking program budgets.
- Drafting and implementing program plans, objectives and procedures.
- Representing the program at a variety of internal and external committees and meetings.
- Establishing and maintaining a variety of records, data and required reports.
- Preparing effective written reports and correspondence.
- Planning and coordinating special events related to the program.
- Establishing and maintaining effective working relationships with those contacted in the course of the work, including working with students with special needs.
Other Requirements: Must possess a valid California driver's license and have a satisfactory driving record; specified positions within this class may require certification of bilingual skills.
ILLUSTRATIVE EDUCATION AND EXPERIENCE:
An Associate of Arts degree with major coursework in business or public administration, or an area which would provide program-specific knowledge and skills, and two years of experience in program administration, analytical or instructional support.
PHYSICAL CHARACTERISTICS: The physical abilities involved in the performance of essential duties are: Speech and hearing to communicate effectively in individual and group settings; manual dexterity to operate keyboards and manipulate papers; vision to read text, forms and computer screens; mobility to travel to committee meetings and conferences off campus.Benefits The district provides an excellent benefits package for full-time employees. The benefit package includes medical, dental, and vision coverage for you and your eligible dependents and life insurance on your behalf in the amount of $50,000. The district also offers a Section 125 program that allows participation in pre-tax reimbursable medical and dependent care cost programs. Additionally, the district offers a 1% matching contribution to CalPERS 457 deferred compensation program to enhance your retirement options.
Part-time employees who work an average of 25 hours per week over the course of a year, may choose to receive benefits on a pro-rated basis. NON-DISCRIMINATION: Gavilan College is an equal opportunity/affirmative action/Title IX/Employer of Disabled, committed to hiring a diverse staff. All qualified individuals regardless of race, color, religion, sex, national origin, age, disability, military status, sexual orientation, or marital status are encouraged to apply. If you have a verifiable disability and require accommodation to complete an application, please contact the Human Resources Office at (408) 852-2823
APPLICATION PROCESS:
You can now apply online by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Job Description, click the 'Apply' tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload it from a saved document on your computer, or manually enter your personal information.
Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.
It is important that your application show all the relevant education and experience you possess. Applications will be rejected if incomplete.
Please be aware, the District does not reimburse for expenses related to the recruitment process.
All applicants for faculty and academic administrator positions must meet the minimum qualifications for the discipline as specified in Minimum Qualifications for Faculty and Administrators in California Community Colleges, published by the Board of Governors of the California Community Colleges. All degrees and credits earned in fulfillment of minimum requirements must be from accredited institutions. Applicants who do not meet the minimum stated educational qualifications may apply for equivalency by submitting the Supplemental Application for Equivalency.
FOREIGN DEGREE HOLDERS
For positions requiring a degree, all foreign degree credentials must be evaluated by a third party to determine the equivalent U.S. degree and major, and the Foreign Credential Evaluation must be attached to your application before your application will be considered. Not attaching your Foreign Credential Evaluation will render your application incomplete. Evaluations should provide the name of the institution attended, a description of your credentials, the major field of study, and the U.S. equivalent for each credential. For a list of evaluating agencies, visit the State of California Commission on Teacher Credentialing. Note: Even if you obtained your graduate degree(s) in the U.S., you must attach a Foreign Credential Evaluation for your undergraduate degree if it was obtained outside the U.S.
For technical assistance, please contact NEOED's Applicant Support Line at 855-524-5627 or Email: support@governmentjobs.com if your needing help with your online applicant account. Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.
