Instructional Services Administrative Assistant

Title:

Instructional Services Administrative Assistant (190 Days)

Level:

Building/Specialist Secretary (B)

Reports To:

Director of Instructional Services/Mental Health Clinician Supervisor

Job Goal(s):

The Instructional Services Administrative Assistant provides essential administrative and technical support to the Instructional Services Department. Key responsibilities include organizing professional learning events and network meetings maintaining accurate communication with partnering school districts and ensuring efficient departmental operations. A commitment to service and collaboration across all levels is central to this role.

Minimum Qualifications:

Education:

High school diploma required; Associate Degree preferred

Work Experience:

Relevant work experience required. On-the-job or formal training related to business/office assistant with experience related to the operation of software programs such as Google Docs Google Sheets and database software. Knowledge of school systems.

Skills:

• Excellent interpersonal oral and written communication skills
• Self starter with strong organizational and time management skills
• Demonstrates flexibility and works well with adults
• Proficiency with Google Workspace Trello and Smore (or willingness to learn)
• Ability to manage multiple projects and timelines independently
• Demonstrated ability to work collaboratively in a team environment
• Ability to learn and use collaborative online task management software
• Knowledge of school systems

Essential Job Functions:

Department Support:

• Serve as the main purchaser for the Instructional Services Department
• Process hotel bookings professional development registrations and central supply orders
• Manage instructional mental health clinician (MHC) and adult education supply purchases
• Create and modify reports and keep data fields/tables current.
• Track monthly mileage/reimbursement forms for all team members
• Maintain confidentiality of staff information including professional learning records and budgets
• Maintain contact with local schools regarding professional learning events and network meetings.
• Assist with all areas of Adult Ed ESL program
• Maintain and update the Instructional Services Google Calendar
• Assist with scheduling materials preparation and logistics for department leadership meetings

Events & Meeting Support:

• Tracking and managing professional staff attendance at events
• Collaborate with department staff through planning meetings email and Trello to ensure smooth execution of events and meetings
• Coordinate logistics with VB Conference Center staff
• Maintain the Instructional Services expense ledger and oversee meal planning ordering setup and clean-up
• Create signage and schedule space
• Develop and distribute the monthly professional development newsletter using Smore
• Maintain organization of department vault and kitchen areas
• Provide administrative support for all events
• Perform additional tasks responsibilities and duties as assigned by the administration.
• Valid drivers license required.

Terms of Employment: As per master agreement and provisions established by the Van Buren Board of Education.

This posting and our online application can be found on the Van Buren ISDs website at under Employment. If you do not have access to a computer with the Internet you may use a computer at VBISD by calling .

Position is open until filled.