Sr. Tutoring Coordinator

Job title: Sr. Tutoring Coordinator in Coral Gables, FL at University of Miami
Company: University of Miami
Job description: Current Employees:If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this .General Description (Purpose and Function):The Senior Tutoring Coordinator is responsible for maintaining the day-to-day operations of the tutoring program. The primary role is to train new tutors, manage the lead tutors, and support the daily operations of tutoring relating to monitoring tutor hours, appointments, schedules, and responding to phone and email inquiries. This position will work collaboratively with Camner Center staff, tutors, faculty, and other campus departments to increase student success and retention of undergraduate students. This position reports to the Assistant Director, Peer Tutoring.Primary Duties and Responsibilities:

• Supervise group of 5-7 lead tutors.

• Manage tutor schedules and appointment bookings.
• Develop administrative tasks and assign responsibilities to each lead tutor.
• Conduct weekly team meetings with all lead tutors.
• Handle all HR-related responsibilities with lead tutors including disciplinary issues and provide feedback to foster the growth and development of tutors.
• Support Daily Operations.

• Manage appointment bookings for tutors. This includes updating tutor hours, online booking and cancellations, and providing customer support for students.
• Responding to emails and phone inquiries related to tutoring.
• Facilitate and assist students seeking academic information related to tutoring and connect students to appropriate university resources.
• Provide support to 100+ peer tutors who are directly supervised by the Assistant Director of Tutoring.
• Submit tickets to UMIT, EAB, and Blackboard regarding tutoring technical issues.
• Provide Learning Commons staff with updated daily tutoring appointment numbers to coordinate availability and spacing in Richter Library.
• Front desk student worker training and supervision

• Kiosk management: train staff in the setup of kiosks ensuring that tutoring check-in systems are functional
• Appointment coordination: provide training on managing appointment check-ins, cancellations, updates, and responding daily to student appointment requests
• Trouble shooting and technical support: trains student workers on the technical aspects of the software and how to check for special cases scenarios.
• No-show protocols: establish protocols for the front desk to handle situations where tutor no-shows or cancels unexpectedly ensuring that students are rescheduled promptly or redirected to other resources.

• Student Reinstatement Meetings

• Oversee and conduct reinstatement meetings with students who have reached the maximum number of no-shows.
• Schedule and lead individual meetings with students to understand the reasons behind the missed appointments.
• review tutoring policy with students to clarify attendance expectation, and consequences of repeated no-shows.
• Make an evaluation at the end of the meeting based on individual student situations whether they should be reinstated into the program or not.

• Oversee College Reading and Learning Association (CRLA) Training.

• Develop, implement, and conduct all tutor trainings with the support of the lead tutors which include covering tutoring techniques, best practices, theory, and CRLA; this includes conducting tutor training meetings at the beginning of each semester.
• Update CRLA tutor training and handbook each semester based on changes in policies and procedures.
• Preselect 5 mandatory training hours per semester to divide tutors into groups to provide focused, small-group training sessions.
• Match each lead tutor's schedule to a mandatory training hour to encourage peer tutor interaction.
• Create ideas to enhance departmental collaborations for tutor training. This can include dedicated icebreakers, handouts, videos, etc.
• Track all tutor training hours and report to payroll manager.
• Track the additional 4 hours of training across two semesters for tutors that choose to complete CRLA Level I, II, and III.
• Supervise the lead tutors to create an interactive PowerPoint presentation for agreed upon tutor training topics.
• Hiring and Onboarding

• Review tutor applications, conduct interviews, and select tutors based on qualifications and courses needed.
• Prepare materials for onboarding to include booking the space, printing handouts, and creating instructional PowerPoint.
• Assist in the processing of payroll for all tutors including calculating training hours, maintaining payroll records, and serving as a back-up to the Assistant Director of Tutoring and Office Manager in processing onboarding forms during hiring.
• Assist the office manager with in-person onboarding to ensure that new hires can correctly enter personal identification into Workday.
• Regularly update virtual orientation to the current semester’s schedule
• Track new hires progress starting from the interview process through first appointments in Navigate.
• Check-in with new hires during the first week of appointments and troubleshooting any issues.
• Lead group tutoring interviews to help manage the large demand for new tutors.
• Coordination of Tutoring final review sessions and events.

• Organize the review sessions and provide academic support during final exam week.
• Determine tutor schedules and availability during finals week to ensure sufficient coverage for review sessions.
• Supervise the review session flyer design and distribution to campus partners to maximize student attendance.
• Train peer tutors to collect and organize relevant review materials from tutees and tutoring sessions.
• Assign tutors to run the review sessions and host mid-semester exam review sessions to provide consistent academic support throughout the entire semester.
• Plan and develop end of year social and CRLA certification awards ceremony.
• Marketing and Promotion

• Plan and develop marketing materials to advertise the tutoring program including flyers, social media posts, and materials for tabling events and review sessions.
• Work with lead tutors to find campus departments, student organizations, and other campus groups to advertise tutoring services and events.
• Coordinate, plan, and present at various orientation and tabling events to promote the tutoring program in conjunction with the lead tutors.

Other Administrative Responsibilities

• Support the Summer Math program each year.

• Assist supervisor with setup and materials.
• Communicate with the instructor to identify ways to support student growth and learning.

• Support the Associate Director with the development and implementation of new programs to support and enhance student learning.

• Assist in the development of supplemental instruction and exploring online tutoring.
• Assist with the implementation and continuous improvements of Tutoring software.

• Attend meetings and provide feedback on software.
• Provide training to lead tutors, tutoring staff, and students on software.

• Attend Learning Commons Partner Meetings and provide updates on Camner Center tutoring in the Learning Commons.
• Collaborate and maintain successful working partnerships with faculty, academic advisors, and specialty support programs that provide students’ academic support.
• Responsible for tracking student enrollment and retention statistics, gathering data, and running daily reports regarding tutoring appointment numbers.
• Knowledge of academic policies and procedures pertaining to the academic calendar.
• Ability to effectively plan and organize events, including the student appreciation awards ceremony.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Ability to be productive in a fast-paced, multi-dimensional work environment.
• Excellent oral and written communication skills.
• Excellent organizational and project management skills.
• Proven adaptability, flexibility, and creativity.
• Proficiency in Microsoft Office and other programs.
• Demonstrated ability to thrive within a team structure.
• Responsive and timely decision making.

Education & Work Experience Requirements (Essential Requirements):

• Bachelor’s degree or associate in education, communications, or related field.
• Two (2) years of progressive related experience in Higher Education or related field.
• Knowledge of the best practices in tutoring and learning practices.
• Work is typically performed in an office environment with a high level of student contact. Job requires high use of a computer and web-based software. During peak periods such as beginning of semester, the incumbent will be required to work extended hours, and possibly weekends.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click for additional information.Job Status: Full timeEmployee Type: StaffPay Grade: A6
Expected salary:
Location: Coral Gables, FL
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