GEAR UP ADMINISTRATIVE ASSISTANT - REMOTE

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UC OFFICE OF THE PRESIDENT

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DEPARTMENT OVERVIEW

Graduate, Undergraduate and Equity Affairs (GUEA) provides leadership and support for efforts that ensure successful completion of baccalaureate and graduate degrees, and that help to provide an exemplary student academic experience.

POSITION SUMMARY

Under the general supervision of the Associate Director of California GEAR UP, the Administrative Coordinator provides comprehensive administrative and logistical support to the CA GEAR UP project, contributing to the smooth and efficient implementation of program activities. This position coordinates office operations and provides direct support to project staff, partner schools and districts, and external collaborators. Key responsibilities include arranging travel, organizing convenings and events, assisting with scholarship tracking, managing marketing materials and social media postings, and supporting the development of student support curriculum and related resources. This position is eligible for a remote work arrangement within the state of California. The selected candidate must reside within the state of California or be willing to relocate.

Responsibilities

40% Provide administrative coordination and scheduling support for the Executive Director and Associate Director. Supports Area Managers in initiating, arranging, and tracking approved project components and activities between schools, districts, partners, and CA GEAR UP staff to ensure efficient project implementation.

• 35% Plan and coordinate statewide and regional events, including virtual and in-person convenings, professional development sessions, and student cohort activities. Oversee event logistics, vendor coordination, communications, and collaboration with schools, districts, and contractors to ensure successful execution.
• 10% Create and update project marketing materials, website content, and social media posts. Design promotional graphics and materials that reflect the CA GEAR UP brand and supports project outreach and engagement efforts.
• 10% Manages staff travel logistics, including travel authorizations, reimbursements, and related documentation, ensuring compliance with university and grant policies.
• 5% Engage in professional learning and organizational development by attending training sessions, seminars, and conferences that enhance administrative and managerial skills. Contributes to a positive and inclusive work environment by upholding UC's Principles of Community. Performs other duties as assigned.

Required Qualifications

• Minimum of 2-3 years of college-going program support or equivalent experience.
• Event Planning experience.
• Ability to establish and maintain cooperative working relationships with school district administrators, school counselors, principals, teachers, community partners, and university staff.
• Strong oral and written communication skills, including the ability to prepare correspondence, reports, and event materials with accuracy and professionalism.
• Demonstrated organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
• Basic understanding of K-14 education systems and the roles of schools, districts, and higher education partners in supporting college readiness initiatives.
• Basic knowledge of University of California administrative procedures, including travel, procurement, and event coordination, or ability to learn quickly.
• Proficiency in office software (e.g., Microsoft Office Suite, Smartsheet Platform, Google Workspace) and familiarity with social media and content management tools for outreach and communication.

Preferred Qualifications

• Company social media posting and marketing

Education

• Bachelor's degree in related area and/or 3-5 years prior experience performing similar functions

SPECIAL CONDITIONS

Travel Requirements
5% Some travel may be required for training and events.

SALARY AND BENEFITS

Job Title
K to 14 Academic Prep Specialist 1

Job Code
004533

Salary Grade
Grade 17

Payscale:
$30.17 - $32.56 per hr This is a non-exempt (paid hourly) position.

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

ADDITIONAL INFORMATION

This position is eligible for a remote work arrangement within the state of California. The selected candidate must reside within the state of California or be willing to relocate.

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is February 12, 2026. The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Affirmative Action and Nondiscrimination in Employment

EEO STATEMENT

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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