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Program Services Specialist- Facilities

Gavilan College

Details

Posted:

June 13, 2026

Location:

Gilroy Campus

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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, customer-focused professional who is knowledgeable in administrative operations, budgetary processes, facilities management support, and customer service. The individual understands and supports the mission, culture, and operations of a community college and serves as a central resource for Facilities communications. Must have demonstrated experience managing multiple priorities simultaneously, coordinating complex administrative functions, and operating successfully in a fast-paced environment with frequent interruptions and changing demands.

The ideal candidate possesses strong written and verbal communication skills and demonstrates exceptional attention to detail in managing work orders, key control systems, purchasing and contract processes, committee coordination, and departmental records. They are skilled at coordinating meetings, trainings, and campus-wide communications while maintaining positive working relationships with employees, students, contractors, and the public.

The ideal candidate is proactive, resourceful, and service-oriented, providing a high level of organizational responsiveness to support Facilities operations. They effectively communicate planned and unplanned campus disruptions, track departmental accomplishments and project milestones, and help ensure operational efficiency through strong organizational and follow-through skills. The candidate embraces collaboration, shared governance, and continuous improvement while supporting a safe, welcoming, and well-maintained campus environment for the diverse Gavilan College community.

The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties, and not all duties listed are necessarily performed by each employee in the job title.

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: 5365427

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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Program Services Specialist- Facilities

Gavilan College

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