Job Details

Gavilan College
  • Position Number: 1439477
  • Location: Gilroy, CA
  • Position Type: Student Affairs and Services
Program Services Specialist Title V
Community Development and Grants Management

CLOSING DATE: Thursday, May 2, 2019

Full-Time Permanent 12 month Position (1.0 FTE)
40 hours per week plus full benefits
$24.11 to $29.30 per hour

This position is grant funded and will terminate on September 30, 2020

Ideal Candidate:
The ideal candidate will have as her/his main goal to provide excellent service, coordination, and administrative support for the college's new Title V initiative. The ideal candidate will have familiarity managing schedules, budgets, purchasing systems, and be able to work with a team of individuals to support the activities and objectives of the grant. Due to the nature of the position, the candidate needs to be flexible, a team player, quick thinker, resourceful, patient, with a positive attitude while having the ability to work independently when required. The ideal candidate will have a high level of organizational and oral and written communication skills.

The Position:
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.

Essential Duties:
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.

Minimum Qualifications:
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; and 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; and, 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:
A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:
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:
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.

Application Process:
To be considered for this excellent opportunity the following items must be received by CCC Registry no later than 5:00pm on Thursday, May 2, 2019 through the CCC Registry Website,

1. Apply at
2. CCCRegistry online application (all sections are required to be filled out, Education,
Employment History, Professional References, General Information)
3. Cover letter detailing qualifications and experience (required)
4. Resume (required)

As an equal opportunity employer, we are required to compile summary data on applicants for employment. We are requesting your assistance in providing the information on the personal and ethnicity section of your cccregistry profile. The completion of the questionnaire is voluntary on your part. The form will be kept confidential and separate from all hiring documents and will not be forwarded to the colleges/departments making employment decisions.

If you have questions related to the CCC Registry or technical aspects regarding submitting application materials on the CCC Registry website, please contact the CCC Registry directly at or call (800)245-4157.

**Please contact the CCC Registry at (800)245-4157 AFTER you apply for this job to verbally confirm that your application is included in this recruitment.

If you have a verifiable disability, and require accommodation to complete an application contact the Human Resources Office at (408) 852-2823.

Please be aware, the District does not reimburse for expenses related to the recruitment process.


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 contact the Human Resources Office at (408) 852-2823.

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