What are the responsibilities and job description for the GEAR UP Administrative Associate position at Concord University?
Concord University seeks a creative and enthusiastic team member to serve as the Administrative Associate for the GEAR UP Southern West Virginia (SWV) Partnership serving five school districts, Mercer, Monroe, Raleigh, Summers and Wyoming County Schools. The GEAR UP (Gaining Early Awareness and Readiness for Undergraduate Programs) Partnership is funded by the US Department of Education to increase the college-going rate of low-income secondary school students in these school systems.
GEAR UP provides training and support for administrators and teachers at secondary schools with a majority of low-income students and support and assistance directly to students to enhance preparation for post-secondary education. This is a twelve-month, full-time position, contingent upon continued external funding.
GEAR UP provides training and support for administrators and teachers at secondary schools with a majority of low-income students and support and assistance directly to students to enhance preparation for post-secondary education. This is a twelve-month, full-time position, contingent upon continued external funding.
The primary purpose of the Administrative Associate position is to coordinate the logistics of all grant activities and provide support to all GEAR UP SWV staff.
Duties and Responsibilities
Duty/Responsibility
General
- Ensure that all details and logistics for programs are identified and completed
- Including but not limited to assistance with event planning such as registrations, camp details, staff travel, and program communication.
- Document and report attendance to meetings/training
- Maintain Events section of the grant website.
- Assemble notebooks for training purposes and workshops, thus requiring copying and collation
- Receive telephone calls; greet office visitors, and direct individuals to the appropriate staff member
- Order and maintain an adequate supply of office materials
% of Time
Duty/Responsibility
Compliance/Documentation
- Maintain an accountability system for the program reports submitted by the subcontractors.
- Maintain a hard and electronic filing system for reports submitted by the school districts
- Develop and maintain a GEAR UP file structure on the shared network, and will ensure that files are in the appropriate folders and are unduplicated
- Complete internal quarterly file audits
% of Time
Duty/Responsibility
Purchasing
- Prepare all pre-approval packets to be submitted to the Finance & Contracts Manager
- Verify invoices and forward appropriate paperwork to the Director and/or the Contracts & Finance manager
% of Time
Duty/Responsibility
Communication – Message
- Maintain parent and student contacts on Message platform
- Assist GEAR UP SWV staff to create and launch messaging campaigns
- Attend training on Message
- Monitor Message platform for parent and student communication and facilitate timely responses.
% of Time
Duty/Responsibility
Data
- Along with assistant director, help with weekly and monthly reports and with database upkeep
- Data entry validation
- Other duties as assigned
% of Time
Education/Knowledge
Minimum Education
Associate's
Required Licenses/Certification
Associate degree with at least 5 years’ experience in office management or Bachelor’s degree with 2 or more years’ experience.
Required Skills
- Ability to work independently, exercise good judgement, and maintain the highest level of confidentiality.
- Must be able to multi-task and be flexible with changes, both internal and external, while meeting the required deadlines.
- Strong written and verbal communication skills
- Strong computer skills including Microsoft Office
- Ability to create and maintain an accurate and organized filing system.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Excellent organizational and time management abilities
- Attention to detail and accuracy in recordkeeping
- Ability to multitask and prioritize in a fast-paced environment
- Familiarity with student information systems or grant tracking platforms (e.g., Banner, Workday, Salesforce)
- Ability to work independently and collaboratively with program staff and external partners
Required Experience
Type of experience Needed
Familiarity with grant-funded programs, especially GEAR UP or similar college access initiatives
Amount of Experience Needed (Months/Years)
More than 2 years
Type of experience Needed
Experience with data entry, tracking, and reporting for program compliance
Amount of Experience Needed (Months/Years)
More than 2 years
Posting Detail Information
Close Date
Open Until Filled
Yes
Additional Information
Concord University is a public comprehensive university with a rich history as one of the oldest institutions of higher learning in West Virginia. Founded in 1872 as a state Normal School to prepare teachers, Concord University (CU) is a public, career focused liberal arts institution located in rural southern West Virginia.
Concord University (CU) offers talented individuals a wide array of fulfilling career opportunities from entry through academic or administrative professional levels. To maintain an outstanding talent pool, we employ individuals regionally, nationally, and internationally to attract top candidates.
If you are looking for more than just a job, then I encourage you to browse our website and visit our job opportunities regularly. Learn more about Concord University and why it should be your first choice, not only for quality educational opportunities but also for exemplary employment.
Applications will only be accepted through Concord University’s online application site at https://jobs.concord.edu/. Review of applications will begin immediately and will continue until the position is filled.
Salary is commensurate with education and experience.
Concord University is an Equal Opportunity/Affirmative Action Employer and encourages all qualified candidates to apply.
Salary is commensurate with education and experience.
Concord University is an Equal Opportunity/Affirmative Action Employer and encourages all qualified candidates to apply.
We are committed to attracting and retaining quality faculty and staff. In doing so, Concord University offers outstanding benefit packages including:
- Work week of 37.5 hrs.
- Holidays – Employees receive 13-14 Paid Holidays Annually
- Annual and Sick Leave –Staff earn up to 24 days of annual leave per year (max 360 hours) and up to 18 days of sick leave per year.
- Health Insurance – Concord University offers health insurance through West Virginia Public Employees Insurance Agency (PEIA).
- Tuition and Fee Waivers- Professional development and education opportunities including tuition waiver program for employees, spouse, and eligible dependents.
- Retirement Plans – TIAA’s automatic retirement plan is a 401(a) plan into which six (6) percent of the employee’s total salary is automatically withheld pre-tax and deposited into the employee’s TIAA retirement account. The university matches the employees 6% contribution
- Life Insurance – Basic term life insurance ($10,000) at no cost and may purchase optional life insurance coverage with pre-tax earnings.
- Mountaineer Flexible Benefits. This is an IRS approved, tax free account that saves money on eligible health, medical, dental, and dependent care expenses.
- Annual Increment Pay
Quick Link to Posting
https://jobs.concord.edu/postings/3320