Program Services Specialist- Facilities

Program Services Specialist- Facilities

Salary

$29.04 - $36.00 Hourly

Location

Gilroy Campus

Job Type

Full-Time

Job Number

202500156

Department

Maintenance

Opening Date

06/12/2026

Closing Date

7/6/2026 11:59 PM Pacific

Bargaining Unit

CS

• Description
• Benefits
• Questions

Definition

Under general supervision, to provide administrative, liaison and program support services for students in specialized College programs; and to perform related duties as assigned.

Distinguishing Characteristics

This classification performs administrative, technical and office support work in coordinating one or more of the Colleges 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 Chancellors 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.

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 colleges 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, Education, and Experience

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.
• 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.
• 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 drivers 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: The physical abilities involved in the performance of essential duties are:

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.

NON-DISCRIMINATION: 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, please contact the Human Resources Office at (408) 852-2823

APPLICATION PROCESS:

You can now apply online by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Job Description, click the Apply tab. If this is the first time you are applying using our online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload it from a saved document on your computer, or manually enter your personal information.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications will be rejected if incomplete.

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

All applicants for faculty and academic administrator positions must meet the minimum qualifications for the discipline as specified in Minimum Qualifications for Faculty and Administrators in California Community Colleges, published by the Board of Governors of the California Community Colleges. All degrees and credits earned in fulfillment of minimum requirements must be from accredited institutions. Applicants who do not meet the minimum stated educational qualifications may apply for equivalency by submitting the Supplemental Application for Equivalency.

FOREIGN DEGREE HOLDERS

For positions requiring a degree, all foreign degree credentials must be evaluated by a third party to determine the equivalent U.S. degree and major, and the Foreign Credential Evaluation must be attached to your application before your application will be considered. Not attaching your Foreign Credential Evaluation will render your application incomplete. Evaluations should provide the name of the institution attended, a description of your credentials, the major field of study, and the U.S. equivalent for each credential. For a list of evaluating agencies, visit the State of California Commission on Teacher Credentialing. Note: Even if you obtained your graduate degree(s) in the U.S., you must attach a Foreign Credential Evaluation for your undergraduate degree if it was obtained outside the U.S.

For technical assistance, please contact NEOEDs Applicant Support Line at 855-524-5627 or Email: support@governmentjobs.com if your needing help with your online applicant account. Applicant Support is available between 6 a.m. and 5 p.m. Pacific Time, Monday through Friday.

The district provides an excellent benefits package for full-time employees. The benefit package includes medical, dental, and vision coverage for you and your eligible dependents and life insurance on your behalf in the amount of $50,000. The district also offers a Section 125 program that allows participation in pre-tax reimbursable medical and dependent care cost programs. Additionally, the district offers a 1% matching contribution to CalPERS 457 deferred compensation program to enhance your retirement options.

Part-time employees who work an average of 25 hours per week over the course of a year, may choose to receive benefits on a pro-rated basis.

01

Do you have an Associate of Arts degree with major coursework in Business or Public Administration or an area which would provide program-specific knowledge and skills?

• Yes
• No

02

Do you have two years of experience in program administration, analytical or instructional support?

• Yes
• No

03

Describe your commitment to diversity, inclusion, accessibility and anti-racism and how your experiences have prepared you to advance our Districts and states commitment to these values.

04

I have read and understand that all required attachments must be included with my online application and submitted by the close date and time in order to move forward in the recruitment process. I understand that I will be disqualified from the recruitment process if all required documents are not submitted (with this application) by the close date and time. I understand that if I attach a resume and/or cover letter in lieu of completing any portion of the application, my application is incomplete and will not be considered for this examination, and my application will not be further processed. This statement applies to all applicants, including current Gavilan College employees. I understand that if I submit more than one application, my newest application will be considered, and all others will be considered duplicates and will not be reviewed. I have read the above statements carefully and understand them to their fullest.

• Yes
• No

05

I understand that I must provide a working email address on my application where I will receive notifications regarding the status of my application and if selected for interview, I will be email notified to self-schedule my interview.

• Yes
• No

06

I understand that recruitment-related notifications may be sent to my email account's junk or spam folder. It is my responsibility to monitor these folders after the position's closing date to ensure I do not miss any communications regarding the status of my application or interview scheduling.

• Yes
• No

Required Question

Employer Gavilan College (CA)

Address 5055 Santa Teresa Blvd.

Gilroy, California, 95020

Website https://www.gavilan.edu