Administrative Assistant

Job Overview:

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.

Pay: $12.00 - $15.00 per hour

Work Location: In person

Salary : $12 - $15