Associate Director of Operations – GEAR UP Kentucky

Location:                  Frankfort, KY, with limited telecommuting
Travel:                       Occasional in-state and our-of-state travel required.
Compensation:       $87,500
Retirement:              TIAA

Overview

GEAR UP Kentucky is a federal, statewide grant program coordinated by the Council, which works with students, families, and schools in low-income Kentucky communities to support college preparation and success. GEAR UP Kentucky is designed to increase the percentage of students who graduate high school and successfully transition to and through postsecondary education. In October 2025, the Council was awarded a seven-year, $35 million grant to serve at least 10,000 students in eight high-need KY school districts, the fifth GEAR UP state grant for Kentucky that has been administered through the Council. GEAR UP positions are for the term of the grant which is through September 30, 2032.

Duties and Responsibilities

Project Leadership, Operations & Strategic Planning 

• Serve as a member of the Senior Leadership Team. 

• Coordinate and monitor daily project operations.  

• Coordinate, in collaboration with the Senior Leadership Team, the monitoring and updating of annual GUK Strategic Plan.  

• Participate in quarterly continuous improvement process including quarterly reports and retreats; implement improvement action plans within areas of responsibility as assigned.  

Scholarship Program Development and Implementation 

• Develop processes and policies for the GUK Scholarship Program in alignment with federal and state requirements and guidelines. 

• Develop and implement annual plan to implement scholarship program including timelines, student and family communication, program materials, data collection and reporting, documentation requirements, etc. 

• Collect and analyze data to identify scholarship recipients; coordinate communication with scholarship recipients and families. 

• Coordinate disbursement of scholarship funds to students through KHEAA partnership. 

• Ensure data collection and fiscal documentation to meet federal reporting requirements and program guidelines. 

• Plan and coordinate scholarship summer event in collaboration with GUK Chief Communications and Engagement Officer and GUK Director of Postsecondary Services.  

Budget and Fiscal Management 

• Work with the Executive Director to develop and monitor project-wide (annual and 7-year) and partner school district budgets (annual). 

• Serve as primary liaison to CPE Administrative Services to process expenditures and execute contracts. 

• Develop and recommend new and revised policies and procedures to ensure efficiency of fiscal processes and appropriate use of federal funds. 

• Solicit, review, approve and monitor for compliance school quarterly expenditure plans and district reimbursements.  

• Track and maintain records of cost-sharing contributions from all partners. 

• Review/respond (in consultation with GUK Executive Director) to GUK issues from any internal or external audits. 

• Prepare fiscal information for Annual and Final Performance reports and budget update requests from US DOE. 

Contract and Policy Development 

• Develop, execute and monitor statewide partner and district contracts. 

• Collaborate with Admin Services to initiate and complete RFP processes to identify external partners as needed. 

• Develop and annually update/improve the GUKrew Team Playbook and Policy Manual 

• Collaborate with Senior Leadership Team to continuously improve existing and develop new operational policies and procedures as needed.  

• Provide technical assistance to GUK staff and partners regarding operational support, resource procurement/dissemination, and program policies and processes. 

Resource and Records Management 

• Work with Senior Leadership Team to continually assess staff resource needs (office supplies, technology, subscriptions, etc.); purchase and disseminate resources. 

• Provide support for staff onboarding process; ensure staff have equipment, technology access and resources needed to complete assigned responsibilities.  

• Coordinate the procurement, maintenance and monitoring of staff-assigned vehicles.  

• Maintain inventory of all project assets and equipment (technology, promotional items, etc.). 

• Ensure compliance with federal requirements across the project including fiscal, reporting and documentation requirements. 

• Serve as GUK Microsoft Teams site administrator; continually organize and archive files to ensure staff can locate needed; ensure records retention in compliance with federal requirements. 

Other: 

• Represent GEAR UP, CPE, and Kentucky at conferences and conventions as assigned. 

• Attend GEAR UP/NCCEP national conference(s) upon request of the Executive Director; presentation of sessions may be required. 

• Other duties as assigned by the Executive Director, the Principal Investigator or CPE leadership.  

Education and Experience

Minimum Education and Experience  

• Master’s degree with 10 years professional experience or bachelor’s degree with 15 years professional experience 

• Experience in managing large scale budgets 

• Proficient in MS Excel 

Preferred Qualifications

• Work experience in a grant-funded environment and/or grant administration. 

• Work experience in GEAR UP or similar college access and success program. 

GEAR UP Kentucky seeks candidates who: 

• Understand and commit to the mission, vision, and goals of GEAR UP Kentucky 

• Demonstrate strong leadership and a team-oriented mindset, fostering collaboration while guiding staff and partners toward shared goals and program success. 

• Exhibit adaptability and change-management skills, leading teams through evolving priorities and program needs with clarity, stability, and accountability. 

• Effectively communicate and build collaborative relationships across all levels of the organization with a wide range of internal and external staff and partners.  

• Produce clear, concise, and professionally written communications. 

• Exhibit strong planning and project management skills, with the ability to balance multiple project components, timelines, and priorities simultaneously. 

• Ability to interpret data, anticipate challenges, and develop solutions that strengthen program outcomes. 

• Approach work with precision and accountability, being detail-oriented and data-driven in decision-making and reporting. 

• Commit to continuous growth and receive and respond to feedback in a constructive manner. 

• Work independently while adhering to established program policies, procedures, and expectations in a hybrid environment. 

• Demonstrate organizational leadership, balancing daily operations with long-term strategic planning in complex, multi-partner environments. 

• Show proficiency in developing, interpreting, and monitoring program processes and policies to ensure compliance and consistency. 

• Possess working knowledge of federal and state compliance requirements, particularly those related to grants and educational programs, and apply them effectively in daily operations. 

• Proficiently use Microsoft Office including Excel, Teams & Outlook and manage multiple platforms to coordinate communication, scheduling, and documentation. 

• Maintain a valid Kentucky driver’s license and fulfill requirements to be authorized to drive a Kentucky Division of Fleet Management vehicle. 

Application Process

Interested applicants should send a letter of application specifically addressing the responsibilities and qualifications of the position, a resume, and the names, titles, and contact information for at least three professional references to CPE.HR@ky.gov.