Educational Support Specialist (In-Person Tutor Matching Coordinator)

Overview

This job is fully Remote! Clear and excellent English communication skills required. A recorded self-interview is required to apply for this role, apply only if you are willing to accomplish the self-interview.

The In-Person Tutor Matching Coordinator plays a vital role in connecting students with highly qualified educators for personalized, in-home tutoring experiences. This role acts as a primary operational engine for the team—facilitating the matching pipeline, managing detailed logistical data across multi-platform CRMs, and ensuring seamless communication between tutors, families, and internal case managers.
Responsibilities
1. 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.

2. 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.

3. 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.

4. 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.

5. 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