Educational Support Specialist – In-Person Tutor Matching Coordinator

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Tutor Me LA LLC

WebsiteLinkedInAll Job Openings

201 - 500 employees

📚 Education

Education

Tutor Me LA LLC is an educational services provider specializing in personalized tutoring programs aimed at fostering academic and social-emotional development in students. The company offers both in-person and virtual instruction tailored to the needs of school districts, parents, and tutors. With a research-based approach, Tutor Me Education emphasizes high-quality instruction, data-driven personalization, and integration within school curricula to improve learning outcomes. They serve K-12 education across all subjects, providing high-dosage tutoring, professional development for parents, and support for special education needs. Their services are trusted by over 150 school districts, delivering over a million hours of live tutoring annually.

📋 Description

• 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. • 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. • 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. • 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. • 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 with the ability to manage multiple priorities simultaneously. • Strong written and verbal English communication skills with professional client-facing experience. • Demonstrated ability to maintain a high level of accuracy while working under deadlines. • Comfortable making independent decisions within established processes. • Proven ability to work effectively in a fully remote environment. • Ability to work consistently during overnight shifts (evening through early morning hours). • Must have or be willing to obtain a dual-monitor workstation for efficient multitasking.

🏖️ Benefits

• Fully Remote! • PTO • Etc.