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Part-Time Program Services Specialist- Aviation

Gavilan College

Details

Posted:

October 28, 2025

Location:

San Martin Aviation Site

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*Please note that internal candidates who meet all lateral transfer eligibility requirements and submit their application by the internal deadline of 11:59 p.m. on November 3, 2025, will receive priority consideration over external candidates.

Part-Time Position (0.625 FTE)

25 hours per week with district benefits pro-rated based on FTE

Under general supervision, to provide administrative, liaison and program support services for students in specialized College programs; and to perform related duties as assigned.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 is a highly organized and equity-minded professional who excels in both program coordination and administrative management. They bring strong skills in budget tracking, grant compliance, and financial reporting?critical to the success of the Aviation program. Proficiency with Excel, financial systems, and institutional software is essential, as is the ability to anticipate needs, resolve issues proactively, and work independently while upholding college policies and procedures. The successful candidate demonstrates initiative, critical thinking, and strong problem-solving abilities while fostering collaboration with the Dean, faculty, staff, and students. A commitment to inclusivity and student success is central to this role, with a focus on supporting historically underserved and underrepresented student populations. This position requires a balance of technical expertise and a student-centered approach, contributing to the overall excellence and impact of Gavilan College's Aviation Maintenance program in the community

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.

Internal Number: 5124882

About Gavilan College

Located in the heart of California between San Jose and Monterey, Gavilan College’s main campus in Gilroy serves a diverse student population in a beautiful, park-like setting. In addition, we have campus centers located in Hollister, San Martin, and South San Jose, which offer students a variety of courses and programs. Gavilan College, a Hispanic Serving Institution with a 60% Latinx student population, is committed to achieving educational equity for all students.

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Part-Time Program Services Specialist- Aviation

Gavilan College

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