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.