Assistant Program Manager; GEAR UP), Hybrid

Position: Assistant Program Manager (GEAR UP), Hybrid
Job Summary

This Assistant Program Manager will report to and assist the Program Manager in all operations of project management for the Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR UP) and other potential EOI college access programs. In this role, the Assistant Program Manager will assist in the responsibility for pre college programming, directing day-to-day operations and management of the program including supervision of temporary staff, budget oversight, and development.

Responsibilities

Program Coordination and Implementation

• Assist the Pre-College Program Manager with implementing assigned academic year and summer college-access programs.
• Coordinate the logistics of all program components
• Support the implementation of standardized curricula
• Facilitate workshops, student meetings, classroom presentations, and small-group activities at partner schools and on the university campus.
• Provide direct support to students related to academic planning, goal-setting, time management, college applications, financial aid, scholarships, and postsecondary transition.
• Help ensure a holistic environment for participating students and families.

School, Family, and Community Engagement

• Serve as a day-to-day point of contact for students, families, and in school site coordinators.
• Maintain regular communication with key school personnel, school counselors, teachers, administrators, site coordinators, and other partner representatives.
• Coordinate school-based program calendars and confirm student participation, facilities, transportation, meals, and other logistical needs.
• Support outreach and recruitment efforts within designated schools and communities.
• Participate in school meetings, family engagement activities, community events, and campus outreach initiatives.
• Assist with creating presentations, flyers, newsletters, emails, social media content, and other materials that communicate program opportunities and outcomes.
• Promote positive working relationships among participating schools, community partners, university departments, and funding partners.
• Represent the program at approved campus and community meetings when assigned.

Program Data, Assessment, and Reporting

• Collect, Maintain accurate and confidential participant records in program databases and other approved information systems, including SCRIBE or comparable platforms.
• Monitor the completion and accuracy of required program documentation.
• Administer surveys, pre- and post-assessments, student reflections, and other evaluation instruments.
• Assist with analyzing participation and outcome data to identify student needs, service gaps, and program trends.
• Prepare routine participation summaries, activity reports, data tables, and supporting documentation for internal and external reports.
• Assist the Pre-College Program Manager with grant reporting, program reviews, audits, and monitoring visits.
• Follow applicable institutional, state, federal, and grant requirements related to confidentiality, student records, data security, and program documentation.

Staff and Student Employee Support

• Assist with recruiting, onboarding, training, scheduling, and supporting college mentors, temporary staff, student employees, volunteers, and program facilitators.
• Provide day-to-day work direction to assigned student employees and temporary program staff.
• Monitor student employees and temporary program staff schedules, program coverage, attendance, assigned tasks, and completion of required documentation.
• Help facilitate staff meetings, program briefings, professional development sessions, and post-program debriefs.
• Model appropriate professional conduct and reinforce expectations related to student safety, confidentiality, boundaries, and inclusive practices.
• Communicate student employees and temporary program staff performance concerns and program incidents promptly to the Pre-College Program Manager.
• Assist with maintaining emergency contacts, participant rosters, incident documentation, and program safety procedures.

General Administration and Student Affairs Responsibilities

• Assist with purchasing, vendor coordination, expense documentation, inventory management, and reconciliation of program materials.
• Attend departmental, divisional, partner, and professional development meetings as assigned.
• Contribute to departmental projects and collaborative initiatives across Educational Opportunity Initiatives and Student Affairs.
• Work occasional early mornings, evenings, weekends, and overnight…