Job Description
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.
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.
Fully Remote!
PTO
Etc.
