Administrative Specialist

Department: Wichita GEAR UP Heights/Southeast

Campus

Location:

Wichita, KS - Other Wichita Location

Hire Type: Full Time

Pay: Range starts $40,000/yr, slight adjustment possible based on qualifications

Work Schedule: Mon‑Fri, 8:00am‑5:00pm (some evenings)

Export Compliance Requirement: No export control requirement.

Where organization meets impact—and details make futures possible.

If you’re the person who color‑codes calendars, double‑checks receipts, and somehow still wants to jump in when help is needed, this role was built with you in mind. At a time when federally funded programs are under increasing scrutiny for transparency, accuracy, and student outcomes, GEAR UP needs a steady, detail‑driven professional who keeps the engine running behind the scenes.

This position is perfect for someone who thrives in organized momentum—where no two days look exactly the same, deadlines matter, and your behind‑the‑scenes work directly supports students and families navigating critical educational milestones.

• Administrative & Financial Coordination
• Program & Event Support
• Compliance & Reporting Assistance
• Partnership & Logistics Coordination

You’re someone who likes staying busy—and staying organized while doing it. You can pivot when the rhythm shifts, but you never lose track of the details.

• Strong organizational skills and a deadline‑driven mindset.
• Professional written and verbal communication with thoughtful follow‑through.
• A problem‑solving instinct when information is missing or unclear.
• Comfort working both independently and as part of an interdependent team.
• The ability to manage confidential records with discretion and accuracy.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Ease working with individuals from diverse socio‑economic backgrounds.
• A calm, capable presence when priorities collide.

If you enjoy being the person who makes everything run smoother and takes pride in knowing that your organization helps open doors for students, the time has come for you to make meaningful impact without being in the spotlight. Ready to bring order, momentum, and purpose together; we’d love to see what you can do!

Performs a variety of professional and administrative duties that facilitate the operations of a function(s), program(s), and/or department(s).

Supports the programs and services provided by the department(s) by performing varied or related processes which may include creating and maintaining databases and websites, monitoring, facilitating, and enforcing compliance with established criteria, guidelines and standards, etc. May coordinate, attend, prepare materials for and/or take minutes at meetings and special events. May prepare or assist in the preparation of budgets, grant applications, proposals, status reports and/or financial statements.

May identify and pursue ways to improve the efficiency and effectiveness of administrative procedures used by students, faculty, visitors and staff. May order and maintain sufficient inventory of office supplies and equipment. May be assigned to lead, assist, coordinate or support special projects as needed.

Collect, review, and process staff travel authorizations, mileage logs, and expense reimbursements, ensuring proper documentation and adherence to university travel policy.

Provide support for program sites, including: ordering supplies, planning for and helping to execute parent sessions, assisting on‑site as needed, chaperoning field trips, and organizing special events.

Assist with GEAR UP reporting requirements, including: obtaining data from the LEA, verifying student paperwork, and executing the appropriate accounting processes to maintain the site’s compliance with federal reporting requirements.

Partner with program coordinator, including: coordinating transportation, organizing payment for lunch, confirming itineraries, and arranging for visits to special programs at the colleges.

Handle the logistics for GEAR UP personnel training as well as other professional development opportunities, including: scheduling, reserving space, registration, securing…