Division Head Assistant
Job Type

Reports to: Middle School and Lower School Division Heads 

Job type: Non-exempt, Full-time and Year Round Position. 

Salary Range: $34.00/hour to $36.00/hour

Overview: Located in Saratoga, California, Saint Andrew's Episcopal School is an independent school for Pre-Kindergarten  through 8th grade students. Saint Andrew's is a wholehearted community of learners with a wholehearted commitment to cultivating student happiness, academic achievement, and character. Our complete, balanced, and inspiring approach to education ensures that our graduates are exceptionally good people who are exceptionally well-prepared to thrive in high school, college, and life. 

Job Summary: The position provides general administrative services to the Division Heads.  The Division Heads Assistant represents the School through front desk receptionist duties, performs a wide variety of specialized clerical functions for the Division Heads, and manages confidential information. 


Division Heads 

  • Coordinates scheduling of appointments, maintains Division Heads’ calendars and follows up on communications as  needed 
  • Assists in the day-to-day operations of the Lower and Middle School Divisions 
  • Supports all Lower and Middle School events (scheduling, communication and coordination) 
  • Compiles and maintains daily attendance, absence and tardy tracking records; enters information into a proprietary  student information system; generates lists, rosters and reports as needed 
  • Arranges for transportation and permission slips for field trips and gathers student health information needs for day  field trips, retreats or class trips 
  • Collects permission slips and required fees for Middle School Student dances and coordinate with other schools if necessary 
  • Creates set-ups for Lower and Middle School programs and events, e.g. grade level coffees, sports games, etc. 
  • Orders catering for divisional and/or all-school events
  • Orders books and classroom materials approved by division heads
  • Provides name tags for all events with parents and assists or prepares packets as needed for events or with materials needed for events. 
  • Maintains substitute Google sheet and substitute portals, arranges for substitutes; confirms substitute payments with the Business Office every pay period 
  • Oversees all needs for parent conferences 
  • Other duties as assigned, e.g. report card/MAP testing report distributions and teacher-directed events, etc. 

Other General Administrative Duties 

  • Creates a welcoming environment and maintains the neat and professional appearance in the reception area. Front  desk duties from 7:00 AM to 4:00 PM with one hour unpaid lunch 
  • Greets visitors, dispenses visitor badges, answers phones, and responds to student, faculty and staff questions and  inquiries 
  • Supervises students as needed (morning care, breaks, aftercare, emergency substitute, etc.)
  • Assists students with minor first aid needs
  • Maintains an injury log for injuries more serious than a minor cut including all head injuries and distribution of any  medication, and notifies parents when necessary of any logged injury
  • Handles and sorts all incoming and outgoing mail and packages 
  • Is prepared to follow procedures for Emergency Preparations 
  • Maintains office and faculty room supplies and ensures various office machines are in operational order 
  • This job description describes a general category of jobs. The employee may be assigned other duties, in addition to or  instead of those described here, and any duties are subject to change at any time according to the needs of the School. 

  • Bachelor's degree (not required)  and at least three years of experience 
  • Excellent telephone and email etiquette 
  • Warm, welcoming and positive demeanor 
  • Strong written and oral communication skills 
  • Ability to multi-task and bring calm to any chaotic situation 
  • Professional writing skills with the ability to proofread accurately and efficiently 
  • Self-motivation to anticipate needs and learn quickly 
  • Proficiency in MS Office, Google Suite, Mac Operating System 

This position is Monday-Friday, eight hours per day, occasional weeknight and weekend events. Compensation is competitive with a full benefits package. If you love children and are innovative, collaborative,  energetic, and imaginative, with the credentials to match, please submit your application today. For more information, or to  apply now, please visit our website. 

Salary Description