St. Anne's Belfield School
  • Charlottesville, VA, USA
  • Full Time

Full Benefits


Position summary: The Academic Divisional Assistant reports directly to the Head of the Upper School. The primary responsibilities are to answer all incoming calls at St. Anne's-Belfield Upper School, maintain the front office for students, parents and visitors, and provide clerical support for the Head.


Position responsibilities:

  • Answer all incoming phone calls, directing these calls to the proper departments, taking messages. Answer Head's private line if needed.
  • Maintain front office to assist Students as needed, administer medications to the children as directed by parent/guardian/doctor.
  • Handle all communications to attendance@stab.org
  • Maintain and update records of absences and lateness for students
  • Maintain the student Sign-Out and Sign-In lists
  • Collaborate closely with the Dean of Students, Director of Residential Life and Grade Level Deans around student attendance, dismissals and absences
  • Coordinate with upper school nurse and athletic trainers.
  • Keep divisional Crisis Bag contents current.
  • Sort incoming mail and deliver to faculty mailboxes.
  • Prepare and deliver outgoing mail to post office/box each day.
  • Direct admission inquiries to proper person.
  • Prepare permanent files for each new student.
  • Maintain guest teachers (substitute) list and serve as primary contact
  • Assist faculty and parents with conference schedules.
  • Maintain records for fire drills and schedule monthly fire drills.
  • Submit work order requests and manage photocopier and other technicians, delivery and mail services
  • Maintain emergency contact forms for the Upper School office
  • Administer faculty, staff and student incident reports and ensure that they are properly filed
  • Copy transcript records and forward to requesting school after checking with Business Office.
  • Maintain/update class lists
  • Assist with special mailings, such as end-of-year mailings, back-to-school mailings, and periodic mailings to parents.
  • Order supplies for the office, infirmary and faculty lounge.
  • Arrange for faculty refreshments on a monthly basis
  • Maintain equipment throughout the school, i.e., printers, copiers, fax
  • Be in the Upper School Office for Curriculum Night.

Essential skills:

  • Strong Customer Service to faculty, staff, parents, students and visitors
  • Excellent interpersonal and communication skills
  • Time management: the ability to organize and manage multiple priorities
  • Command of confidentiality and tact
  • Work collaboratively in a team environment
  • Commitment to School's mission
  • Basic computer proficiency

Education and experience:

  • Minimum: High School degree
  • Preferred: College degree or Clerical experience

Reporting to this position: No direct reports

Physical demands and work environment: Working conditions are normal for an office environment.

St. Anne's Belfield School
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