An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Valley Grande Institute for Academic Studies (VGI) is seeking an organized, dependable, technology-friendly, and professional Administrative Assistant to support the daily operations of our administrators and program directors. The ideal candidate is proactive, detail-oriented, comfortable managing multiple priorities, and able to provide first-line assistance with the Learning Management System (LMS), Student Information System (SIS), and routine office-technology needs. This position works closely with leadership, faculty, staff, students, and external partners to help ensure that institutional activities are completed accurately, professionally, and on time.
Key Responsibilities:
Provide day-to-day administrative support to our school administrators and program directors. Manage online calendars and coordinate appointments, interviews, committee meetings, departmental meetings, training sessions, and institutional outreach events. Prepare, format, proofread, and distribute correspondence, reports, presentations, spreadsheets, forms, checklists, and other institutional documents. Create agendas, meeting notices, sign-in sheets, minute templates, action-item trackers, committee packets, and departmental forms. Attend meetings as assigned, record accurate minutes, organize supporting documents, and follow up on action items and deadlines. Serve as a first-line resource for routine LMS, SIS, email, shared-drive, printer, scanner, and office-application questions. Assist authorized users with account procedures, password-reset guidance, course access, roster verification, document uploads, data entry, and routine report generation. Troubleshoot common technology issues and escalate complex, security-related, or vendor-level concerns to the appropriate administrator or support provider. Maintain organized electronic and paper records while protecting confidential student, employee, committee, and institutional information. Prepare approved announcements, reminders, meeting notices, newsletters, and other internal communications. Assist with orientations, staff development, graduation activities, community events, and other institutional initiatives. Perform other administrative and operational duties as assigned.
Required Qualifications:
High school diploma or equivalent. Proficiency with Microsoft 365, Google Workspace, email etiquette, word processing, spreadsheets, presentations, shared drives, and electronic forms. Strong organizational, time-management, prioritization, follow-through, and problem-solving skills. Ability to manage changing priorities while maintaining accuracy, professionalism, and confidentiality. Strong written, verbal, interpersonal, and customer-service communication skills. Ability to work independently and collaborate effectively with administrators, faculty, staff, students, and department heads.
Preferred Qualifications:
Associate degree in business administration, office administration, information systems, education, or a related field. Two or more years of administrative, clerical, office-support, or customer-service experience. Experience in a postsecondary school, healthcare education setting, or regulated organization. Experience using an LMS, SIS, student database, CRM, or comparable business software. Bilingual communication skills in English and Spanish. Schedule and Work Expectations Primary work is performed in an office environment using standard office and computer equipment. Occasional evening, weekend, or extended hours may be required for meetings, events, deadlines, or institutional needs. Occasional lifting or movement of lightweight files, supplies, equipment, or event materials may be required, with or without reasonable accommodation. How to
Apply:
Please submit your resume and cover letter through Indeed.
Equal Employment Opportunity:
Valley Grande Institute for Academic Studies is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to any characteristic protected by law.
