Position Number

O35020

Division

Academic Affairs/Provost - ACA

Department

GEAR UP Jefferson County

FLSA

Non-Exempt

Salary Grade

111

Salary Classification

Classified

Annual Salary Range

Hourly Salary Range

$14.48 - $19.30

Employment Status

Full Time 12 Mos Regular

General Description

This position performs administrative duties to support the successful implementation of the federal GEAR UP grant serving students, schools, and families. The GEAR UP Coordinator provides support to the GEAR UP Executive Team, staff and overall operations of the GEAR UP Jefferson County grant.

Essential Job Duties

1. Perform administrative and office support activities in person.
2. Act as a communication liaison for GU-JC and interface with outside individuals and agencies such as; volunteers, cohort teachers, cohort administrators, businesses, and partners to gather and document federal grant match.
3. Manage contract files, including tracking and follow-up on incomplete contracts. Distribute for signatures and file completed contracts. Communicate with parties to facilitate the preparation of an executable contract.
4. Maintain GU-JC calendar and scheduling, including meeting agendas and materials and taking and distributing meeting minutes.
5. Schedule GU-JC meetings for the project director, GUJC staff, and the members of the Executive Team.
6. Develop, organize, and maintain a cloud storage system for copies of all grant documents to ensure the necessary documentation is readily available to meet federal and state regulations around record retention.
7. Serve as Web Content Manager for GU-JC, including updating formats and content to keep information current.
8. Supervise the work of student assistants; manage schedules and assign office duties.
9. Maintain inventory and order supplies. Annually track, and verify the inventory of technology and supplies purchased for partner schools through GU-JC funds.
10. Assist with obtaining, filing, and quickly accessing documentation for audits and yearly grant reporting.
11. Serve as confidential assistant for critical matters for GU-JC executive team and project director.
12. Serve as the initial level of internal control for all GU-JC expenditures, including tracking workflow of invoices, verifying service and/or product purchase documentation for invoicing purposes, responding to questions about payments, and following up with stakeholders when needed.
13. Assist in event planning for small and large GU-JC events involving partners, schools, and students.
14. Works with the university travel office on arrangements for all conference and professional development-related travel for the GU-JC team and school personnel funded by the grant.
15. Manage the department supply budget and ensure fiscal responsibility with supply requests and purchases.
16. Ensure various documents are received, distributed, approved, and processed, including, but not limited to, employee time and effort reports, personnel action forms, blanket travel authorization, travel reimbursements, and purchasing reimbursement.
17. Complete travel reimbursement requests for the principal investigator, co-principal investigators, and all grant staff using each individual’s calendar.
18. Plan and organize in-state and overnight travel for students and their families (travel group size up to 200 people).
19. Monthly – Audit participant attendance files (students, parents, educators) compared to the calendar of events to ensure all sign-in sheets are received, and follow up with staff on missing attendance records.
20. Monthly – Audit attendance sample entered into a database (CoBro) as a quality check against paper records.
21. Foster and facilitate community partnerships by creating and maintaining a database of current and potential community partners who can assist with providing GEAR UP services to students.
22. Support GU-JC to achieve goals and directives; assist with program initiatives.

Additional Duties

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned. The individual holding this position will serve as a representative of the University and, as such, shall promote a positive impression by demonstrating a collegial and professional customer-service approach at all times.

Knowledge, Skills and Abilities

Knowledge in MS Excel, MS Word, Outlook, Banner, Google and database skills and processing data;
Knowledge of general office operations;
Excellent customer service and interpersonal skills;
Knowledge of computer programs and superior typing skills;
Ability to organize and meet deadlines;
Ability to communicate effectively orally and in writing;
Knowledge of accounting procedures.

Education and Experience

The educational requirement for this position is: Bachelor’s Degree in a related field
Education substituted for experience? Yes

This position requires three years of related experience
Experience substituted for education? Yes

Licenses, Certification or Registrations

None

Environmental Working Conditions

Indoor and Outdoor

Travel Requirements

Light Travel

Number of Vacancies

Desired Start Date

Physical Requirements

standing: Under 1/3 of the time;
walking: Under 1/3 of the time;
sitting: Over 2/3 of the time;
using hands: Over 2/3 of the time;
reaching with hands and arms: Under 1/3 of the time;
climbing or balancing: Under 1/3 of the time;
stooping, kneeling, crouching, or crawling: Under 1/3 of the time;
talking or hearing: Over 2/3 of the time;
tasting or smelling: Under 1/3 of the time.

This position requires lifting:
up to 10 pounds: Under 1/3 of the time;
up to 25 pounds Under 1/3 of the time

Open Date

04/12/2023

Close Date

Open Until Filled

Yes

Special Instructions to Applicants

Additional Statement

The University of Montevallo does not discriminate against job applicants based on their national origin or citizenship or immigration status. Because of the costs associated with visa sponsorship/transfer, the University typically will not sponsor applicants for a work visa or transfer of an existing visa. No commitment for visa assistance and/or sponsorship can be made until a thorough search is conducted, including a proper and methodical review of all applicants.

Diversity Statement

In keeping with the charge of the President’s Diversity Task Force, which is “…to implement practices that help the University recruit and retain a diverse workforce and to foster initiatives that promote an inclusive campus environment,” UM is actively seeking applicants who fully represent racial, ethnic, and cultural diversity.

EEO Statement

UM is an AA/EO/Veterans/Disability Institution

Quick Link

https://jobs.montevallo.edu/postings/7737