Tutorial Services Coordinator

Kickapoo Traditional Tribe of Texas; Eagle Pass (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Kickapoo Traditional Tribe of Texas is seeking a Tutorial Services Coordinator to oversee academic enrichment and tutorial services for K-12 students. You will supervise After School Teachers, Instructional Support Staff, and Contract Tutors, ensuring instructional support, remediation, and acceleration align with program goals.

Under Title VI and JOM grant requirements, you will coordinate services, track outcomes, and collaborate with Tribal Student Services staff.

Qualifications

• Bachelor’s Degree in Education or related field is required.
• Minimum three years of teaching experience; instructional leadership is preferred.
• Native American preference is observed; Kickapoo tribal members are given preferential treatment if qualified.
• Strong computer skills including Excel, Word, and PowerPoint.

Responsibilities

• Oversee academic enrichment and tutorial services for grades K-12.
• Supervise After School Teachers, Instructional Support Staff, and Contract Tutors.
• Ensure staff provide instructional support, acceleration, and remediation.
• Coordinate tutorial services and monitor program schedules to meet grant requirements (Title VI and JOM).
• Maintain accurate documentation and records for attendance, lesson plans, and progress reports.
• Track student progress and communicate needs to parents/guardians and staff.
• Ensure compliance with grant requirements and program policies.

Skills

Computer skills

Education

Bachelor’s Degree in Education or related field

Job description

In House Only Applicants (Tribal Members and Employees currently working within a Kickapoo Entity)

Position: Tutorial Services Coordinator

Supervisor: TSS Academic Services Manager

Division: Tribal Education Administration

Department: TSS Education Program

Responsibilities

In general, the Tutorial Services Coordinator will oversee the academic enrichment and tutorial services for grades K-12. The position will supervise After School Teachers, Instructional Support Staff, and Contract Tutors. The Tutorial Services Coordinator will ensure that all applicable instructional staff provide Tribal students with instructional support, acceleration, and remediation. This position will collaborate with KTEA and Tribal Student Services Staff, under the supervision of the Senior Director of Academic Services or designee. The position will be responsible for the coordination of tutorial services, improving school readiness, and academic outcomes through services that are culturally appropriate while supervising staff to ensure that tutorial services plans and lessons lead all learners to mastery. The Tutorial Services Coordinator will maintain the flow of the program schedules and will ensure that all areas are compliant with applicable Title VI and JOM grant requirements as well as the KTEA program requirements. The Tutorial Services Coordinator is responsible for tutorial staff efforts and data tracking related to Title VI and JOM program services. In coordination with the Senior Director of Academic Services and/or designee, this position will supervise applicable tutorial program staff to ensure they adhere to policies, procedures, tracking, and other applicable measurable goals and objectives of the program.

Essential Duties and responsibilities include the following:

• Ensure that there is a positive learning environment with high expectations for all students and staff throughout the program.
• Constantly assess program and student progress, communicate results clearly, and use data to inform decision and set goals for the program and staff.
• Strong work ethic and commitment for the students to excel, including committing to extended workdays and remaining available to colleagues, students, and families outside of school hours.
• Develop tutorial services schedule, assist supervisor and other KTEA leadership with staffing contract instructors, and scheduling room assignments accordingly.
• Maintain record of and update processes, procedures, and operational requirements for after school tutorial services programs.
• Work with TSS staff and program leadership to orient parent on program goals and process, develop a parent contract.
• Create a system of documenting parent/staff communications related to the program.
• Ensure that TSS Teachers maintain an accurate filing system for any forms of documentation regarding program attendance, referrals, students, reports, lesson plans, etc.
• Ensure that TSS Teachers maintain an organized classroom that is conducive to learning.
• Ensure that TSS Teachers and applicable instructional support staff keep sufficient copies of important forms such as but not limited to Student Incident Reports, Attendance Logs, Communication Logs, etc.
• Supervise and oversee Contract Tutors sign in and out accordingly and that their time loges are maintained, accurate, and have all appropriate signatures.
• Keep files for each Contract Tutor to include contract, certifications, any meeting notes, or other pertaining documentation.
• Obtain invoices from Contract Tutors and review/cross reference against sign-in and sign-out logs for accuracy.
• In collaboration with supervisor, Tutorial Services Coordinator will only process check requests for Contract Tutors based on their time logs and contract rate of pay, and must ensure that all documentation is submitted to the appropriate staff for processing, in a timely manner.
• Ensure that TSS Teachers, Instructional Support Staff, and Contract Tutors run and manage classroom for students of all ages.
• Ensure that TSS Teachers and Contract Tutors are monitoring student progress, assignments, and other needs related to school readiness, remediation, and homework assistance.
• Receive and review teacher lesson plans as applicable to ensure they are in alignment with the curriculum and Scope-and-Sequence and other platforms used in the program.
• Ability to track and utilize student data while maintaining and adhering to standard data collection policies.
• Ability to facilitate student-learning reviews, and effectively communicate academic needs with parents/guardians and students, when applicable.
• Ability to facilitate teacher reviews and effectively communicate program needs with staff, when applicable.
• Attend trainings and meetings that are applicable to the program as assigned and approved by supervisor.
• Provide documentation related to student progress that will support the Casework and Advocacy Team to assist parents and students in navigating any academic or educational challenges, needs, or goals within student campus.
• Ensure adherence to all federal requirements including grants such as Title VI and JOM.
• Maintain insight reports and prepare backup documentation to be able to track and log program measurable data in accordance with grant requirements.
• Maintain grant-related reference resources including funder research files, grant application deadlines, grant reporting schedules, grant purchases related to program needs, and other applicable grant information as needed.
• Assist and participate in any events as assigned by supervisor.
• Create flyers and other forms of communications to parents when applicable.
• Ensure that all waivers and permission slips are accurately completed, maintained, and filed for student participating in any events hosted by KTEA or other KTTT Departments.
• Ensure that all technological platform contracts (Example: I-Station, Eduphoria, etc.) are current and will advise supervisor at least one month before contract expires.
• Ensure that all tutor contracts are current and will advise supervisor at least one month before contract expires.
• Maintain frequent communication with Food Services Director to ensure sufficiency of snacks for the After-School Program
• Maintain inventory trackers and logs for all material and supplies relevant to the program.
• Maintain sign-in/sign-out logs for technological equipment for student or Contract Tutor use for accountability purposes.
• Provide supervisor with updates on materials and supply requests that need restocking, at least three weeks in advance.
• Create memos and back up documentation for request of the purchase of supplies as applicable to grant requirements.
• Adheres to strict confidentiality, safekeeping, and data collection requirements to maintain up to date records for students as it relates to Tutorial Program services. (Including Title VI)
• Assist the Caseworkers and Advocates to develop a transitional plan and goal documentation system for TSS Students being served; as applicable and assigned.
• Attends scheduled meetings between Tutorial team and Casework and Advocacy team to ensure ongoing communication and collaboration related to student needs, as applicable.
• Maintains the tracking system related to referrals for Tutorial Services as provided by Casework and Advocacy Team.
• Work alongside the KTEA management to track, monitor, and complete documentation for grants such as Title VI and JOM.
• Assist or refer students to designee regarding academic related concerns aside from tutorial or remediation services.
• Ability to troubleshoot and act quickly when absences occur amongst staff, rescheduling etc.
• Perform other duties as assigned.

Knowledge, skills and abilities for the position:

Mastery of Subject Matter

• Display an ability to interpret and evaluate data and monitor student progress
• Must ensure that teachers know how to work with K-12 students or adults who are learning English for the first time
• Ensure that teachers know how to demonstrate thorough and accurate knowledge of their field or discipline
• Ensure that teachers connect their subject matter with related subjects
• Stay current in subject matter through professional development, involvement in professional organizations, and attending professional meetings, conferences, or workshops
• Ensure that teachers stay current in their subject matter through professional development, involvement in professional organizations, and attending professional meetings, conferences, or workshop
• Learn and use technology to enhance teaching and the educational experience when appropriate
• Ensure that teachers learn and use technology to enhance teaching and the educational experience when appropriate

KNOWLEDGE OF TEACHING PERFORMANCE

• Understand that teachers must teach a course load appropriate to their field or discipline
• Ensure that teachers plan and organize instruction in ways that maximize documented students learning
• Ensure that teachers and instructional support staff employ appropriate teaching and learning strategies to communicate subject matter to students
• Ensure that teachers modify, where appropriate, instructional methods and strategies to meet diverse student needs
• Ensure that teachers and instructional staff employ available instructional technology, i.e. the internet, tele courses, interactive technology, when appropriate
• Ensure and encourage the development of communication skills and higher order thinking skills through appropriate assignments
• Contribute to the selection and development of instructional materials in accordance with course objectives
• Ensure that core competencies are incorporated into curriculum
• Ensure that teachers develop, update, and post curriculum/syllabus in a timely manner when applicable

EVALUATION OF STUDENT LEARNING

• Ensure that teachers set goals to establish meaningful student learning outcomes for courses/programs
• Ensure that teachers develop and explain methods that fairly measure student progress toward student learning outcomes
• Ensure that teachers evaluate student performance fairly and consistently and return student work promptly to promote maximum learning
• Ensure that teachers maintain accurate records of student progress and request student report cards from Casework and Advocacy Team, for final grade review during each report card period in order to monitor, evaluate, and track progress
• Ensure that teachers demonstrate sensitivity to student needs and circumstances

SUPPORT OF POLICIES AND PROCEDURES

• Maintain regular offices hours to ensure accessibility to colleagues and to students for advisement and consultation
• Serve as advisor for teachers, contract tutors, support staff, and other applicable staff with the tutorial services program
• Ensure that program is operating in accordance with program policies and procedures
• Ensure that Teachers, Contract Tutors, Support Staff, and all other applicable staff understand and implement policies and procedures as applicable to the After School Program with regard to classroom management and operations and other applicable areas
• Ensure that Teachers, Contract Tutors, Support Staff, and all other applicable staff understand and abided by the Standards of Conduct as outlined by the Education Administration
• Ensure that Teachers, Contract Tutors, Support Staff, and all other applicable staff understand and abided by the Code of Ethics as outlined by the Education Administration
• Ensure that there are substitutes for contract staff, other instructors, or staff within the program, in case of an absence
• Exercise stewardship of TSS facilities and materials as applicable to the After School Program
• Ensure that Teachers maintain all student documentation as applicable and provide reports where applicable
• Maintain confidentiality of student information and ensure that teachers and instructional staff adhere to the confidentiality policy

PARTICIPATION IN TSS DIVISION AND PROGRAM ACTIVITIES

• Serve on TSS, divisional, and program committees as assigned by supervisor
• Participate in meetings and events required by the TSS, division, and program leadership
• Contribute to the program and division curriculum processes as assigned
• Participate in enrollment, registration, and other educations events and graduation ceremonies
• Demonstrate strong interpersonal skills in communication with students, families, colleagues, staff, and administrators as an individual or as part of a team

CONTRIBUTION TO GROWTH ENHANCEMENT OF TRIBAL EDUCATION MISSION AND PROGRAM DEVELOPMENT

• Ensure teachers maintain familiarity with grant objectives, program goals, missions, and long-range plans
• Contribute to planning and development processes through appropriate mechanisms and channels as directed by supervisor/leadership
• Participate in professional activities that contribute to the educational goals of the Tribal Education Administration and Tribal Students Services as assigned by supervisor and/or program leadership
• Perform professional responsibilities in accordance with pertinent goals, missions, and plans of the Tribal Education Administrations, division, and programs
• Participate in the marketing, recruitment, and retention of students, faculty, and staff
• Believe that all of us can and will learn and create a positive learning environment with high expectations for all students and staff throughout the Tribal Education Program
• Must have strong computer skills; and skilled in excel, word, PowerPoint, and other office software.
• Proficient and able to use office machines, printers, PC, copier and calculator.
• Mathematics: Ability to perform simple arithmetic for time-keeping and counting calculations.
• Language & Communication: Strong Ability to read, write, speak and understand English and communicate effectively with others.
• Must have the skills and ability to interpret and provide instructions furnished in written, verbal, diagram or schedule form. Attention to detail and accuracy.
• Ability to understand, provide and follow written and verbal direction.
• Ability to exercise independent and sound judgment under pressure.
• Must be a self-starter who is motivated, driven, and takes initiative.
• Must be willing to invest time to study complex guidance, research, and obtain the knowledge necessary to succeed within the role
• Must have good customer service skills and courteous to students, families staff, and visitors.
• Must be able to document and track projects; under pressure and in a timely manner.
• Must be adaptable and able to shift and manage multiple competing priorities.
• Employee must demonstrate ability to solve problems in a fast paced setting and deal with a variety of variables under pressure;
• Knowledge of needs of educational requirements and promotion standards for students of different ages and grade levels.
• Knowledge of Title VI and JOM grant requirements and objectives.
• Ability to work flexible hours and be on call as required.
• Must be detailed orientated and possess strong ability to document and report with detail and accuracy.
• Ability to manage and maintain security of confidential data and information.
• Cultural awareness of and sensitivity to Kickapoo traditions, religious beliefs and way of life.

Supervision exercised:

This position does carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

Education/experience requirements:

Minimum Qualifications: Bachelor’s Degree in Education or related field and minimum of three years teaching experience.

Experience in instructional leadership

Preferred Qualifications: Experience in leadership and implementation of after school programs, summer camps, or programs for youth; Minimum of 2 years supervisory experience

Native American preference is observed:

KTTT recognizes preference for KTTT tribal members and qualified Native American tribal members including preferential treatment in recruitment, hiring, promotions, layoffs and reductions in force so long as they meet minimum job qualifications.