GEAR UP Scholar Coach

NOTE: The Council is hiring TWO individuals for this position.

Location: Frankfort, KY. Hybrid position that works primarily remotely. Must have a Kentucky address.
Travel: Frequent in-state travel and occasional out-of-state travel.
Compensation: $65,000 - $68,000
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

Direct Services for Postsecondary Students (both Coaches)

• Directly implement student services for GEAR UP Scholars (1^st year college students) with a focus on connecting students with campus resources and support systems and with other Gear UP Scholars on campus (current and alums) including:
  • GEAR UP Scholar annual scholarship event – Provide and support program planning, content delivery and staff support for annual GUK scholarship event for students and families
  • Scholar Academy summer bridge programs – Serve as lead liaison with partner postsecondary institution(s) in the planning and implementation of summer bridge programs
  • Scholar Text Outreach – Engage in text communication with GEAR UP Scholars to provide support, information and resources from high school graduation through the first year of college. Contribute to text message content development and continuous improvement, monitor and respond to student response texts in a timely manner, and follow established protocols to respond to urgent issues as needed.
  • Scholar Coaching - Provide individual and small group coaching and support services to GEAR UP Scholars via text, email, phone, in-person events, and/or office hours
  • Alumni Support Program – Recruit students for Alumni Support Program; attend monthly virtual workshops to engage with students and monitor program delivery and engagement.
  • Student Ambassador Council – Recruit students for Student Ambassador Council
  • Alumni Peer Leader Network – Recruit students for Alumni Peer Leader Network
• Work with District Program Managers in all GEAR UP Kentucky high schools to connect early with high school students through collaborative delivery of services such as:
  • Co-delivery of student engagement workshops/sessions (in cooperation with Student Engagement Travel Team)
  • Participation in campus visits
  • Participation in senior events
  • Delivery of an advising session

Summer Bridge Program Coordination (both Coaches)

• Serve as lead liaison to host postsecondary institution to coordinate student recruitment, registration and communication for summer bridge program.
• Provide technical assistance to host postsecondary campus staff in program planning and development; meet regularly with campus planning team to monitor progress and provide consultation and communication.
• Develop and disseminate student recruitment and program information materials for GEAR UP Kentucky high schools; monitor registration and conduct school visits and student/staff outreach to achieve recruitment goals.
• Coordinate efforts to maintain full student roster through managing waitlist process.
• Attend summer bridge program to connect with students, observe and document (photo/video) bridge program activities; provide GEAR UP information as needed.

Communication and Information Management (both Coaches)

• Communicate GEAR UP Kentucky vision and mission effectively to all program partners and beneficiaries
• Collect and maintain accurate and complete data on delivery of all services in accordance with GEAR UP Kentucky timelines and FERPA guidelines including weekly submission of service delivery data into GEAR UP Services System (GUSS) data management platform and submission of quarterly GEAR UP Kentucky reports.
• Adhere to FERPA/confidentiality expectations regarding any student/institutional data as outlined in GEAR UP Kentucky Data Collection and Use policies and procedures.
• Maintain calendar in Microsoft Outlook and communicate work plan and schedule to Director of Postsecondary Services, according to agreed-upon practice and agency policies.

Team Membership (both Coaches)

• Serve as member of GEAR UP Scholars Team
• Serve as member of Postsecondary Pipeline Team

Development and Coordination of Student Ambassador Council (assigned to 1 Coach)

• Develop implementation plan for Student Ambassador Council in accordance with established deadlines including membership composition, timelines, meeting schedules, onboarding and offboarding processes, staff communication tools and training, and feedback strategies for improvement.
• Develop guidelines, timeline, process and materials to recruit a diverse and representative Student Alumni Council comprised of high school seniors and college freshmen.
• Provide direction, technical assistance and support for Council members to complete employment processes with external employment agency to receive compensation for their service.
• Onboard Council members to ensure understanding of roles, responsibilities and expectations of Council membership.
• Facilitate engaging monthly Council meetings to build community and connection among Council members; solicit student feedback in focus group format in accordance with guidelines, protocols, questions and processes defined by external evaluator.
• Solicit Council member feedback in between monthly meetings via text or surveys, as needed.
• Document Council meetings and activities including meeting transcriptions and data entry in GUSS data management system and review/approve weekly timesheets.
• Develop and implement off-boarding process for outgoing Council members; identify and recruit Council members for participation in Alumni Peer Leader Network in collaboration with GEAR UP Scholar Team.
• Communicate progress regularly with Director of Postsecondary Services to ensure alignment to project goals and requirements; continually discuss and provide timely responses to feedback regarding implementation challenges to ensure continuous improvement.
• Collaborate with the Associate Director of Operations to deliver staff training and materials to support implementation of Council.
• Work with GEAR UP Scholars team to analyze data regarding implementation and impact; make recommendations for improvement to the Director of Postsecondary Services as requested/needed.

Development and Coordination of Alumni Peer Leader Network (assigned to 1 Coach)

• Develop implementation plan for Alumni Peer Leader Network in accordance with established deadlines including membership composition, timelines, meeting and training schedules, onboarding and offboarding processes, staff communication tools and training, and feedback strategies for improvement.
• Develop guidelines, timeline, process and materials to recruit GEAR UP Kentucky college students to participate as peer leaders, facilitators, and/or speakers at GEAR UP Kentucky school, campus or statewide events.
• Provide direction, technical assistance and support for Peer Leaders to complete employment processes with external employment agency to receive compensation for their service.
• Onboard Peer Leaders to ensure understanding of roles, responsibilities and expectations
• Coordinate with external vendor and student participants to schedule Peer Leader trainings to prepare students for public speaking and peer engagement (Seeds Training).
• Coordinate with Postsecondary Pipeline Team and Project Specialist to schedule Peer Leaders to share their college experience and insight with GEAR UP Kentucky high school students at GEAR UP Kentucky events including but not limited to:
  • Student Engagement Travel Team student workshops
  • Campus visits
  • Annual scholarship event
  • Summer bridge programs
  • Local high school events
• Provide planning, coordination and preparation support for Peer Leaders to attend scheduled events.
• Document Peer Leader activities in GUSS data management system and review/approve weekly timesheets.
• Communicate progress regularly with the Director of Postsecondary Services to ensure alignment to project goals and requirements; continually discuss and provide timely responses to feedback regarding implementation challenges to ensure continuous improvement.
• Collaborate with the Associate Director of Operations to deliver staff training and materials to support implementation of Peer Leader Network.
• Work with GEAR UP Scholars team to analyze data regarding implementation and impact; make recommendations for improvement to the Director of Postsecondary Services as requested/needed.

Networking and Professional Development (both Coaches)

• Participate in Council on Postsecondary Education (CPE) Communities of Practice to build expertise in student success practices, support resources and contacts as assigned by the Director of Postsecondary Services.
• Represent GEAR UP Kentucky on CPE workgroups or committees as assigned by the Director of Postsecondary Services.
• Participate in staff trainings, professional development opportunities, seminars, conferences and networking opportunities as assigned.

Qualifications – Education and Experience

Minimum Education/Experience

• Minimum of a bachelor’s degree in education, sociology, public administration, project management, or other related discipline
• 5 years professional experience in related field
• Experience working directly with high school and/or college students

Preferred:

• Master’s degree or above in education, sociology, public administration, project management, or other related discipline
• Work experience in a college/university school setting and/or a college access program, with direct interaction supporting students.
• Work experience in a grant-funded environment and/or grant administration

Successful Applicants Will Demonstrate the Following:

• Understand and commit to the mission, vision, and goals of GEAR UP Kentucky
• Demonstrate a team-oriented mindset, ability to work collaboratively toward the success of the GEAR UP program.
• Communicate effectively and professionally in interpersonal interactions with students, families, school staff, community organizations, and postsecondary representatives.
• Produce clear, concise, and professional written communications.
• Organize multiple tasks and maintain attention to detail.
• 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.
• Effectively engage, connect, and communicate with students in multiple formats, including in-person events, virtual meetings, text messaging, etc.
• Build and sustain positive relationships with all program audiences and partners in the planning and coordination of program activities.
• Plan, facilitate, and document meetings with clarity and purpose.
• Exhibit excellent time management skills and work ethic to balance multiple projects and priorities, often with travel involved.
• Proficiently use Microsoft Office including Teams and Outlook and manage multiple email accounts and 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 Information

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.