Educational Support Specialist – In-Person Tutor Matching Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Vetting & Match Coordination

• Identify high-quality tutors through database searches, email outreach, and incoming responses.

• Rigorously assess prospective tutor profiles, backgrounds, and availability against specific student needs, ensuring adherence to geographical constraints (maintaining an optimal travel radius of 5–8 miles).

• Engage in proactive tutor outreach via phone and email using established vetting scripts to ensure program alignment and obtain formal attestation statements.

• Implement pay rate standardizations and policy adherence, ensuring that pay raises or tiered compensation requests are accurately routed through management approval systems.

• Provide proactive support to tutors during onboarding and follow up to ensure readiness before matching with families.

• Client & Stakeholder Communication

• Act as a communication liaison between tutors and client families to suggest scheduling matches, gather feedback, and confirm program commencement.

• Collaborate with cross-functional partners (e.g., translation specialists for Spanish-speaking clients) to ensure accessible service introductions.

• Create and send precise automated notifications, personalized tutor bios, and educational milestones through SMS and email templates.

• Database Administration & Pipeline Management

• Maintain end-to-end data accuracy across core platforms, including Oases, Close CRM, and internal Master Tracking sheets.

• Manage and transition student opportunity pipeline steps smoothly through designated cycle statuses (e.g., Open, Pending, Awaiting PC, Closed).

• Manually link student and tutor digital accounts, set exact regional permissions, and confirm that active authorized tutoring hours align with system records.

• Review, organize, and attach digital Learning Plans (LPs) and Progress Reports (PRs) directly to official family onboarding confirmations.

• Schedule Engineering & Compliance Tracking

• Oversee the systematic setup of recurring tutoring calendars in Oases within 7 days of finalizing matches.

• Program multi-session timelines (1 to 2 months in advance) to train tutors in independent navigation while diligently enforcing regional contract guidelines (e.g., minimum session lengths).

• Monitor tutor check-in compliance; implement the "3-pronged communication approach" to address unresponsive profiles or escalate issues to the Support Log.

• Reassignments & Transition Support

• Implement immediate adjustments for student- or tutor-requested reassignments (RA), substitute coverage (ST), or additional assistance (AT).

• Record formal resignation requests and closely collaborate with HR and Payroll teams to ensure all unsubmitted sessions are finalized before profile deactivation.

• Initiate the Job Abandonment & Ghosting Protocol if a tutor misses a session without notification; evaluate successful session counts to accurately distribute 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 abilities with the capacity to manage multiple priorities concurrently.

• Strong written and verbal English communication skills with professional experience in client-facing roles.

• Proven ability to maintain a high level of accuracy while working under deadlines.

• Comfortable making independent decisions within established processes.

• Demonstrated effectiveness in a fully remote work environment.

• Availability to work consistently during overnight shifts (evening through early morning hours).

• Must possess or be willing to acquire a dual-monitor workstation for efficient multitasking.

🏝️ Benefits

• Fully Remote!

• PTO

• Etc.