Administrative Specialist

Job Story

Where organization meets impact and details make futures possible. If you are the person who color-codes calendars, double-checks receipts, and 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.

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

• 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.

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 sites compliance with federal reporting requirements.

Partner with program coordinator, including coordinating transportation, organizing payment for lunch, confirming itineraries, and arranging for visits to special program at the colleges. Handle the logistics for GEAR UP personnel training as well as other professional development opportunities, including scheduling, reserving space, registration, securing technology, and transportation as needed. Facilitate or provide support for various events and functions as requested or assigned.

Complete a broad variety of administrative tasks for the program, including managing calendars, completing expense reports, composing and preparing correspondence, arranging complex and detailed travel plans, and compiling documents for travel-related meetings. Maintain organized and confidential personnel, financial, and program files, ensuring all records are accurate, complete, and readily accessible for review. Assist the Data and Evaluation Coordinator with light data entry and the maintenance of student participation records and service documentation.

• High school diploma or equivalent
• Two (2) years of experience in general office, clerical, administrative support or related field

None