Part-Time Program Services Specialist- Aviation

*Please note that internal candidates who meet all lateral transfer eligibility requirements and submit their application by the internal deadline of 11:59 p.m. on Friday, October 30, 2026, will receive priority consideration over external candidates. Part-Time Position (0.5 FTE) 20 hours per week with district benefits pro-rated based on FTE Under general direction, the Aviation Program Specialist provides comprehensive administrative and program support to Gavilan College's Aviation Maintenance program. This role is responsible for coordinating office operations, maintaining timelines, and ensuring effective communication across faculty, staff, students, vendors, regulatory agencies, and community partners. The Specialist plays a key role in budget monitoring, financial recordkeeping, purchase orders, inventory, attendance tracking, and regulatory reporting to the Chancellor's Office and the Federal Aviation Administration (FAA). The Program Specialist will be involved in program recruitment, outreach, student support, and employment initiatives to support the Gavilan team. This position requires independent judgment, problem-solving, and creativity to resolve issues and support program success. The Program Specialist may also guide students to specialized college programs and other resources while working independently at the San Martin Airport Gavilan College location. Ideal Candidate The ideal candidate is a highly organized and equity-minded professional who excels in both program coordination and administrative management. They bring strong skills in budget tracking, grant compliance, financial reporting and inventory of equipment at the hangers - critical to the success of the Aviation program. Proficiency with Excel, financial systems, and institutional software is essential, as is the ability to anticipate needs, resolve issues proactively, and work independently while upholding college policies and procedures. The successful candidate demonstrates initiative, critical thinking, and strong problem-solving abilities while fostering collaboration with the Dean, faculty, staff, and students. This position requires a balance of technical expertise and a student-centered approach, contributing to the overall excellence and impact of Gavilan College's Aviation Maintenance program in the community. A commitment to inclusivity and student success is central to this role, with a focus on supporting historically underserved and underrepresented student populations. 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.