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 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.
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