Department: Wichita GEAR UP Heights/Southeast

Campus Location: Wichita, KS - Other Wichita Location

Hire Type: Full Time

Pay: Range starts $40,000/yr, slight adjustment possible based on qualifications

Work Schedule: Mon-Fri, 8:00am-5:00pm (some evenings)

Export Compliance Requirement: No export control requirement.

Job Story

Where organization meets impact—and details make futures possible.

If you’re the person who color-codes calendars, double-checks receipts, and somehow 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.

This position is perfect for someone who thrives in organized momentum—where no two days look exactly the same, deadlines matter, and your behind-the-scenes work directly supports students and families navigating critical educational milestones.

What You’ll Do (A Snapshot of Your Impact)

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

You’re someone who likes staying busy—and staying organized while doing it. You can pivot when the rhythm shifts, but you never lose track of the details.
You bring:

• 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.

If you enjoy being the person who makes everything run smoother and takes pride in knowing that your organization helps open doors for students, the time has come for you to make meaningful impact without being in the spotlight. Ready to bring order, momentum, and purpose together; we’d love to see what you can do!

Job Summary

Performs a variety of professional and administrative duties that facilitate the operations of a function(s), program(s), and/or department(s).

Essential Functions

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.

Job Duties

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 site’s compliance with federal reporting requirements.
Partner with program coordinator, including: coordinating transportation, organizing payment for lunch, confirming itineraries, and arranging for visits to special programs 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.

Required Education and Experience:

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

Required License/Certifications/Training:

None

Knowledge, Skills and Abilities:

• Administrative support and recordkeeping
• Microsoft Office, Outlook proficiency.
• Good customer service and communication skills.
• Experience with keeping inventory & data entry.
• Knowledgeable with budgeting processes & understands processing payments for programs.

Preferred Qualifications:

• Not needed & just a plus if you have it: experience with non-profit entities & financial systems.

Additional Information:

Physical Requirements:

Ability to remain in a stationary position. Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information.

Additional Physical Requirement: