Educational Support Specialist – In-Person Tutor Matching Coordinator

Role Overview

• Vetting & Match Coordination
• Identify high-quality tutors via system database searches, email blasts, and incoming responses.
• Thoroughly vet prospective tutor profiles, backgrounds, and availability against unique student requirements, ensuring strict compliance with geographical restrictions (maintaining an optimal 5–8 mile travel radius).
• Conduct proactive tutor outreach via phone and email utilizing established vetting scripts to confirm program alignment and secure formal attestation statements.
• Enforce pay rate standardizations and policy compliance, ensuring pay raises or tiered compensation requests route accurately through management approval systems.
• Proactively support tutors with onboarding steps and follow up with them to make sure they are good to go before sending them out to families.
• Client & Stakeholder Communication
• Serve as a bridge of communication between tutors and client families to propose scheduling matches, capture feedback, and verify program starts.
• Coordinate with cross-functional partners (e.g., translation specialists for Spanish-speaking accounts) to deliver accessible service introductions.
• Draft and deliver precise automated notifications, customized tutor bios, and educational milestones via SMS and email templates.
• Database Administration & Pipeline Management
• Own end-to-end data accuracy across core platforms including Oases, Close CRM, and internal Master Tracking sheets.
• Track and transition student opportunity pipeline steps fluidly through specific cycle statuses (e.g., Open, Pending, Awaiting PC, Closed).
• Manually link student and tutor digital accounts, configure exact regional permissions, and ensure active authorized tutoring hours match system records perfectly.
• Audit, package, and attach digital Learning Plans (LPs) and Progress Reports (PRs) directly into official family onboarding confirmations.
• Schedule Engineering & Compliance Tracking
• Oversee the systemic setup of recurring tutoring calendars in Oases within 7 days of match finalization.
• Program multi-session timelines (1 to 2 months out) to train tutors on independent navigation while carefully enforcing regional contract guidelines (e.g., minimum session lengths).
• Actively monitor tutor check-in compliance; execute the "3-pronged communication approach" to troubleshoot unresponsive profiles or escalate issues to the Support Log.
• Reassignments & Transition Support
• Execute immediate course-corrections for student
• or tutor-requested reassignments (RA), substitute coverage (ST), or extra assistance (AT).
• Document formal resignation requests and closely partner with HR and Payroll teams to ensure all unsubmitted sessions are closed out prior to profile deactivation.
• Execute the Job Abandonment & Ghosting Protocol if a tutor misses a session without notice; assess successful session counts to accurately delegate responsibilities between Matching Directors and Case Managers.

Requirements

• Bachelor's Degree required.
• 2–4 years of progressively responsible experience in operations coordination, scheduling, logistics, project coordination, education operations, customer success, or administrative operations.
• Proficiency in Microsoft Excel and Google Sheets, including:
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong written and verbal English communication skills with professional client-facing experience.
• Demonstrated ability to maintain a high level of accuracy while working under deadlines.
• Comfortable making independent decisions within established processes.
• Proven ability to work effectively in a fully remote environment.
• Ability to work consistently during overnight shifts (evening through early morning hours).
• Must have or be willing to obtain a dual-monitor workstation for efficient multitasking.

Benefits

• Fully Remote!
• PTO
• Etc.