Long-Term Substitute - Middle School Administrative Assistant

Long Term Substitute: Middle School Divisional Assistant

We at St. Annes-Belfield School believe it is the quality and passion of our people that set us apart. We seek to hire the best teachers administrators and staff members to support our student body.

St. Annes-Belfield School seeks a long-term substitute to work full-time as the Middle School Divisional Assistant from late November 2025 to late February 2026. Hours are generally from 7:30am-4:00pm including some evening responsibilities with advance notice The divisional assistant provides administrative support to the division head and divisional program. Duties include general clerical receptionist and project-based work.

Position Responsibilities

• Receive & direct inquiries and visitors including phone calls
• Coordinate and/or create correspondences between the School and families
• Manage and document school attendance (daily late arrivals and early dismissals) including students and faculty
• Prepare permanent student files and maintain student records and files (both digital and hard copies)
• Maintain equipment printers copy machines coffee machines water dispensers order office and teaching supplies
• Manage the divisional calendar on Veracross and the School website (Note: systems exist to support this work if no prior experience with Veracross)
• Distribute and post divisional mail
• Monitor budgets and facilitate invoice payments
• Manage the division heads calendar including scheduling meetings updating the calendar to reflect divisional and all-school commitments and supporting meeting logistics
• Arrange substitutes to cover teacher absences
• Process maintenance and housekeeping requests
• Maintain professional health certifications including but not limited to First Aid CPR MAT
• Provide basic first aid and when needed distribute medication
• Assisting in the coordination of and preparation for special events and projects
• Set-up conference schedules and assist parents and faculty throughout conference days
• Serve as the divisional registrar (Veracross) - (Support exists for an individual who does not have experience with Veracross.)
• Enter schedules and class rosters into student information system
• Configure reports
• Print reports and send transcripts and other student files as needed
• Assist Admissions office with transition of newly enrolled students

Essential Skills

• Time management: the ability to organize and manage multiple priorities
• Command of confidentiality and tact
• Strong customer service to faculty staff parents students and visitors
• Excellent interpersonal and communication skills
• Enthusiasm for working collaboratively in a team environment
• Commitment to Schools mission
• Necessary: Computer proficiency with Google Apps Word Excel
• Ideally: Veracross proficiency

Education and Experience

• Minimum: High School Degree
• Preferred: College Degree or business experience.