Administrative Specialist III

Arkansas Tech University • Russellville, AR

7d • Onsite

About The Position

At Arkansas Tech University, we are committed to transforming lives through education and expanding opportunities for student success. The Administrative Specialist III provides administrative and operational support for the GEAR UP Program and contributes to the successful implementation of federally funded grant activities. This position serves as a key point of contact for the program while ensuring efficient office operations, accurate recordkeeping, compliance with grant requirements, and effective coordination of grant activities. The GEAR UP Program supports middle school and high school students as they prepare for postsecondary education through academic enrichment, college awareness, family engagement, and college readiness initiatives.

Requirements

• High school diploma or equivalent.
• Two (2) years of administrative, clerical, office support, program support, or customer-service experience.
• Utilize Microsoft Office and university systems to manage records, communications, and program operations.

Nice To Haves

• Associate degree or higher.
• Experience supporting educational, nonprofit, grant-funded, or public sector programs.
• Experience coordinating events, meetings, workshops, or community outreach activities.
• Experience assisting with budget tracking, purchasing, invoices, or financial recordkeeping.
• Experience maintaining databases, records management systems, or student information systems.
• Experience collecting, organizing, or reporting data for compliance, evaluation, or reporting purposes.
• Bilingual proficiency in English and Spanish.
• Experience working with K-12 students, families, schools, or higher education programs.

Responsibilities

• Maintain electronic and physical records for the GEAR UP Program in accordance with federal, grant, and university requirements.
• Serve as the primary administrative contact for program communications with students, families, schools, university personnel, and community partners.
• Coordinate meetings, workshops, training sessions, college visits, family engagement activities, and special events.
• Assist with data collection, record maintenance, and documentation needed for grant reporting and program evaluation.
• Prepare correspondence, reports, presentations, and other program materials.
• Track expenditures and assist with budget monitoring to support grant compliance.
• Coordinate invoices, purchase orders, reimbursements, and other financial transactions with the appropriate university offices.
• Maintain inventory of office supplies and initiate purchasing requests as needed.
• Assist GEAR UP staff with program logistics, scheduling, travel arrangements, and event preparation.
• Support grant compliance by ensuring accurate documentation and timely submission of required information.
• Utilize Microsoft Office and university systems to manage records, communications, and program operations.
• Serve as the primary administrative contact for program communications with students, families, schools, university personnel, and community partners.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED