Job Description

Position Title: Gear Up Executive Administrative Assistant

Position Type: Salaried ($50,000 annually / Non-Exempt

Position Hours: Full-time; Monday – Friday; 40 Hours per Week

Length of Term/Employment: At-will / 230 workdays

Reports To: GEAR UP Project Director

Position Mission: The Jubilee GEAR UP Program Executive Administrative Assistant provides clerical and administrative support for the GEAR UP Program. This federally grant-funded position will conclude in July 2029. The GEAR UP Administrative Assistant reports to the GEAR UP Project Director and performs various administrative assignments. Job responsibilities require independent thinking, critical thinking, and a highly responsive approach to the job assignment.

Position Minimum Qualifications

Bachelor's Degree
High proficiency in Microsoft Suite
5 years of experience as Secretary

Experience

Secretarial experience with extensive contact with people.
Ability to use a personal computer and software to develop spreadsheets, databases, and complete word processing.

Job Duties

Responsible for correspondence, service purchase contracts, purchase orders, purchase requisitions, ordering GEAR UP supplies, and maintaining budget pertaining to the GEAR UP grant. This also includes calling vendors for prices and follow-up on orders that have not arrived by the specified time. Creates and maintains spreadsheets on all grant activities for review by the project director. Works closely with the procurement office for the expedient processing and payment of purchases.
Maintains the program director’s schedule and appointments on computerized calendar, using scheduling feature to conduct busy searches and streamline the meeting scheduling process. Arranges and coordinates meetings, events, and catering of meetings and workshops.
Makes arrangements for all technical advisory committee and steering committees.
Keeps minutes and distributes minutes and materials. Takes notes during team meeting. Coordinates communication between program director and staff. Types draft and final documents, creates visuals using Microsoft Word and PowerPoint programs, incorporating color and transitional features.
Assists the program coordinator with budget requests and maintains accounting of budget funds, and requests budget transfers when appropriate.
Prepares travel expense vouchers, RFPs, contracts, and other related documents.
Prepares draft correspondence and reports for the program coordinator and project director.
Reviews GEAR UP program data in the external evaluator’s database to determine and help troubleshoot data issues and identify potential program implementation issues.
Researches topics to assist the program coordinator in preparation for meetings and presentations. Prepares informational reports for his/her review based on research outcomes.
Maintains all office filing systems, including electronic and paper files, telephone numbers, and addresses.
Prepares quarterly GEAR UP newsletter and informational brochures using publishing software.
Performs all other miscellaneous tasks not already mentioned, such as copying, word processing, telephone duties including conference calls, faxing, use of scanning equipment, and other technology.

Communication

Maintain a professional relationship with colleagues.
Use effective communication skills to present information accurately and clearly.

Other

Organize and manage routine work activities in support of the Project Director.
Maintain physical and computerized files.
Maintain a good working relationship with Jubilee Academies’ staff.
Ability to multitask is high pressure situations.

Charter & Community Responsibilities

Convey the charter’s mission & vision to the public and encourage support in accomplishing the mission.
Illustrate understanding of Charter and community needs and begin activities to meet those needs.
Demonstrate use of productive and efficient skills to raise community and parent involvement.
Actively participate in student recruitment efforts.

Charter Atmosphere

Encourage a constructive, thoughtful climate for learning.
Promote fairness of students and staff from all cultural backgrounds.
Communicate with students and staff in an effective manner that promotes and sustains the Jubilee culture

Working Conditions

Maintain emotional control under stress.
Work with frequent interruptions.
Occasional prolonged and irregular hours.
Some stooping, bending, pulling and pushing required.
While performing the duties of this position, the incumbent is regularly required to talk and hear.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Jubilee Academies

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Gear Up Executive Administrative Assistant