Long-Term Substitute - Middle School Administrative Assistant
About the school
Since 1910, St. Anne’s-Belfield School has been committed to nurturing the whole student: body, heart, mind, and soul. As the largest independent school in the college town of Charlottesville, Va., our 900+ students, age 2 through Grade 12, inspire us each day as we aspire to educate the next generation of exemplary citizens and visionary leaders.
As a member of our school community, you'd be joining a team of people who are passionate about their roles and contributing to a community of purpose and belonging. Those who thrive at St. Anne’s-Belfield are people who, as outlined in our Portrait of a Graduate, pursue knowledge to generate impact, seek to engage diverse perspectives and practices, engage in reflection, demonstrate moral character and integrity, and work to understand and meet the needs of the community.
Our two beautiful campuses on 55 acres serve as vibrant hubs for curiosity, creativity, and academic excellence. This is perfectly complemented by our location in Charlottesville, one of the top 5 happiest cities in the U.S., as recognized by National Geographic and Outside Magazine. Opportunities abound to connect with nature, enjoy arts and culture, engage with the University of Virginia, only one mile away, and explore American history both within our region or Richmond (one hour by car) and Washington, D.C. (two hours by car).
If you're looking for a dynamic learning environment where your contributions help spark each child’s potential, we invite you to consider a career with St. Anne’s-Belfield. We at St. Anne's-Belfield School believe it is the quality and passion of our people that set us apart. We seek to hire the best teachers, administrators, staff members, and coaches to support our student body by offering a competitive benefits package and providing a wonderful working environment.
Long Term Substitute: Middle School Divisional Assistant
We at St. Anne's-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. Anne’s-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 head’s 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 School’s 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.
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