Gear UP (Jefferson County) Coordinator

University Of Montevallo Montevallo , AL 35115

Posted 1 week ago

Position Information

Posting Number S1500456 Job Title GEAR UP (Jefferson County) Coordinator Position Number O35020 Division Academic Affairs/Provost

  • ACA Department GEAR UP Jefferson County FLSA Non-Exempt Salary Grade 108 Salary Classification Classified Annual Salary Range Hourly Salary Range $11.76 - $15.69 Employment Status Full Time 12 Mos Regular General Description

This position performs administrative duties to support the successful implementation of a the federal GEAR UP grant serving students, schools, and families. The Administrative Assistant provides support to the GEAR UP Executive Team and staff.

Essential Job Duties

1.Perform administrative and office support activities.

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 preparation of an executable contract.

4.Maintain GU-JC calendar and scheduling including agendas and materials for meetings, as well as taking and distributing meeting minutes.

5.Schedule GU-JC meetings for the project director and the members of the Executive Team.

6.Develop, organize and maintain 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 inventory of technology and supplies purchased for partner schools through GU-JC funds.



  1. Assist with obtaining, filing, and quickly accessing documentation for audits and yearly grant reporting.

  2. Serve as confidential assistant for critical matters for GU-JC executive team and project director.

  3. Serve as the initial level of internal control for all GU-JC expenditures; including tracking workflow of invoices, responding to questions about payments and following up with stakeholders when needed.

  4. Assist in event planning for small and large GU-JC events involving partners, schools, and students.

  5. 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.

  6. Manage the department supply budget and ensure fiscal responsibility with supply requests and purchases.

  7. 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.

  8. Complete travel reimbursement requests for principal investigator, co-principal investigators, and all grant staff, using each individual's calendar.

  9. Monthly


  • Audit participant attendance files (students, parents, educators) compared to calendar of events to ensure all sign-in sheets are received, and follow-up with staff on any missing attendance records.

  1. Monthly

  • Audit sample of attendance entered into database (CoBro) as a quality check against paper records.

  1. 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

Bachelor's Degree preferred

Education substituted for experience? No

This position requires Two years of related experience

Experience substituted for education? No

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 07/28/2022 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/6937

Supplemental Questions

Required fields are indicated with an asterisk (*).

  • How did you hear about this employment opportunity?

  • Public Job Posting

  • Internal Job Posting

  • Chronicle of Higher Education

  • Diverse Issues in Higher Education

  • HigherEdJobs.com

  • HigherEdJobs/Affirmative Action Email List

  • The Academic Network, Inc. MFAD (Minority Faculty Application Database)

  • SREB (Southern Regional Education Board)

  • Birmingham News

  • Shelby County Reporter

  • Birmingham Times

  • Advertisement/Publication

  • Indeed

  • LinkedIn

  • Personal Referral

  • UM Website

  • Agency Referral

  • Other

Documents Needed to Apply

Required Documents

  • Resume

  • Letter of Application

Optional Documents


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Gear UP (Jefferson County) Coordinator

University Of Montevallo