Administrative Assistant to MS & US​/Registrar

Title of position: Administrative Assistant/Registrar

Reports directly to:Director of Middle School & Upper School

Department: Administration

Position type
:
Full-time, 12-month contract

Location: Antilles School, 7280 Frenchman Bay, St. Thomas, VI 00802

The Administrative Assistant to Middle & Upper School plays an important role in supporting the daily operations of the Middle and Upper School divisions by providing administrative, operational, and registrar-related support to faculty, students, and families. Serving as a central point of communication for the division, this position helps ensure an organized, responsive, and student-centered environment that supports both academic and community life.

This role supports divisional communications, student attendance and records management, rotating academic schedules, event coordination, and daily operational logistics. The Administrative Assistant works closely with the Director of Middle & Upper School, faculty, students, and families to support the smooth functioning of the division while maintaining a high level of professionalism, discretion, technical proficiency, and customer service.

• Serve as the front-line contact for the Middle & Upper School office, welcoming and assisting students, families, faculty, and visitors with professionalism and warmth.
• Manage divisional phone calls, emails, and day-to-day communications, ensuring timely and accurate responses.
• Manage the Director’s calendar, appointments, meeting coordination, and internal deadlines.
• Support faculty and staff with administrative needs including scheduling, document preparation, copying, supply management, and event logistics.
• Maintain divisional attendance records and communicate absences, tardies, and student dismissals to appropriate personnel and families.
• Organize substitute teacher coverage and internal class coverage as needed; maintain substitute tracking records.
• Coordinate facilities and maintenance requests for divisional needs and events.
• Track and order office and classroom supplies and support purchasing and vendor coordination processes.
• Assist with student transportation coordination, field trip logistics, and permission form collection as needed.

• Maintain and update student academic and demographic records with accuracy and confidentiality.
• Support the creation, maintenance, and daily management of Middle & Upper School student schedules, including course changes, roster updates, advisory assignments, and rotating schedule logistics.
• Maintain and communicate rotating daily schedules, special schedules, testing schedules, assemblies, and calendar adjustments to students, families, and faculty.
• Assist faculty and students with schedule-related questions and troubleshoot scheduling conflicts or system issues as needed.
• Assist with report card preparation, distribution, and grade reporting processes.
• Coordinate student enrollment transitions and records requests in partnership with the Admissions Office.
• Ensure compliance with student record retention and confidentiality standards.
• Support standardized testing coordination, including logistics, communication, room assignments, and material preparation.

• Maintain and update the divisional calendar and contribute key dates and events to the school-wide calendar.
• Draft, format, and distribute divisional communications to students, families, and faculty.
• Support communication efforts related to student activities, academic updates, testing schedules, and divisional events.
• Collaborate with internal departments to ensure accurate and timely messaging.

• Build positive and professional relationships with students and families while fostering a welcoming and inclusive divisional environment.
• Support student accountability processes by assisting with student sign-in/sign-out, early dismissals, and coordination of student movement throughout the day.
• Provide supervision support for students as needed during the school day or school events.
• Assist with assemblies, parent events, student…