GEAR UP Administrative Assistant

POSITION ANNOUNCEMENT

March 9, 2026

The Administrative Assistant will perform varied and complex clerical and administrative duties requiring comprehensive knowledge of office operations and a thorough understanding of the organization, programs, policies, and procedures related to the GEAR UP 2032 Project. This position plays a critical role in ensuring the efficient day‑to‑day operations of the grant by providing administrative support to the Director and project team, maintaining compliance documentation, programmatic reporting, and serving as a liaison between stakeholders, partners, students, families, and district departments.

• Associate’s degree in Accounting, Business, Office Technology, or related field required, or any combination of education and experience totaling five (5) years of related work experience;
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint, Access) with demonstrated ability to create reports, spreadsheets, databases, and professional correspondence;
• Experience supporting grant‑funded programs or working in an educational or nonprofit setting preferred;
• Such alternatives to the above qualifications as the Board may find appropriate.

• Demonstrated track record of providing high‑quality administrative support to a professional team in a fast‑paced environment;
• Impeccable attention to detail with strong proofreading and document review skills;
• Strong document management and recordkeeping skills, including maintaining confidential files and compliance documentation;
• Excellent written and verbal communication skills;
• Strong interpersonal skills with the ability to build positive working relationships with staff, students, families, and community partners;
• Ability to work effectively both independently and collaboratively as part of a team;
• Excellent time management skills with the aptitude for task prioritization, meeting deadlines, and managing multiple projects simultaneously;
• Ability to handle sensitive and confidential matters with tact, discretion, and professionalism;
• Professional demeanor, integrity, sound judgment, and a strong customer‑service mindset;
• Ability to learn and utilize grant management systems, student information systems, and district platforms as required.

• Respond to letters of inquiry from community partners, parents, schools; route to appropriate department for review, recording all submissions, and maintaining accurate tracking logs;
• Organize and maintain comprehensive electronic and paper files of grant documents, contracts, correspondence, and resources in accordance with federal and district compliance requirements;
• Produce and assist with reports including grant activity reports, budget and payout reports, data summaries, and other reports as needed for the Board, senior management, and program teams;
• Support the Director with administrative tasks related to grant compliance, documentation, data collection, monitoring visits, audits, and the preparation and mailing of official documents;
• Assist with tracking expenditures, purchase orders, reimbursements, and budget allocations in coordination with district finance staff;
• Oversee and maintain the project's master calendar; coordinate meetings, events, and deadlines; and assist with newsletter and website content updates to ensure timely communication with stakeholders;
• Work collaboratively to enhance and improve grants management processes, streamline workflows, and increase operational efficiencies;
• Prepare for and receive visitors, including district leadership, partners, vendors, and auditors;
• Handle all incoming and outgoing correspondence such as mail, e‑mail, and faxes; draft and proofread professional communications as requested;
• Oversee the maintenance of office equipment and troubleshoot minor technical issues or coordinate service requests as needed;
• Assist with the production of materials and logistics for meetings, workshops, events, and student activities, including preparing agendas, minutes, sign‑in sheets, and presentation materials;
• Provide…