Title of position: Administrative Assistant/Registrar

Reports directly to: Director of Early Learning Center & Lower School 

Department: Administration

Position type: Full-time, 12 month contract

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

The Administrative Assistant to ELC & LS /Registrar plays a vital role in the daily operations of the ELC and Lower School divisions by providing administrative and operational support to faculty, staff, students, and families. As a primary point of contact for the division, the assistant fosters a welcoming, responsive environment, upholding a high level of professionalism and discretion. This role also supports registrar functions, including managing academic and student records, enrollment transitions, and coordination of student scheduling. Ideal candidates are highly organized, technically proficient, and demonstrate strong interpersonal and problem-solving skills.

Core Responsibilities

Administrative & Operational Support

• Serve as the front-line contact for the ELC and Lower School office, supporting faculty, families, and visitors with professionalism and warmth.

• Coordinate daily communications, phone calls, and emails, ensuring timely and accurate responses.

• Manage the Director’s calendar, schedule appointments, and track internal deadlines.

• Maintain divisional attendance records and communicate absences to appropriate personnel.

• Coordinate with the maintenance team for daily and emergency requests, including facilities use.

• Track and order supplies and materials, manage vendor relationships, and support purchasing processes.

• Provide logistical support for events and activities, including set-up, clean-up, and material prep.

• Organize substitute and internal coverage when needed; maintain sub tracking log.

Registrar & Records Management

• Maintain and update current and historical student records, including demographics, academic data, and grade changes.

• Process and distribute grade reports and manage report card logistics.

• Oversee enrollment transitions in coordination with Admissions, including the transfer and archiving of student records.

• Assist in the creation of student schedules and support teachers with class rosters and lists.

• Ensure compliance with health and safety records, including staff food handler and inspection documentation.

School Calendar & Communications

• Maintain and update the divisional calendar and contribute key dates to the school-wide calendar.

• Draft and format divisional communications and materials for distribution to families and staff.

• Collaborate with the communications team to ensure timely updates and accurate messaging.

Community Engagement & Student Support

• Build trusting relationships with students and families, promoting a culture of care and inclusion.

• Supervise children as needed in classrooms or common areas.

• Support school-wide and divisional events such as assemblies, ceremonies, and parent engagement activities.

Other Duties

• Maintain confidentiality and uphold Antilles School’s values of respect, integrity, and inclusivity.

• Participate in professional development and faculty training as needed.

• Perform other duties as assigned by the Director of ELC and Lower School or Head of School.

Qualifications & Skills

• Associate’s or Bachelor’s degree preferred; relevant administrative experience may substitute for degree.

• Minimum of 2 years of experience in administrative or registrar roles, preferably in an educational setting.

• High level of proficiency with Google Suite and student information systems.

• Strong interpersonal skills with the ability to communicate clearly, kindly, and effectively with children and adults.

• Demonstrated organizational skills, attention to detail, and ability to manage multiple priorities.

• Ability to maintain confidentiality and exercise sound judgment in sensitive situations.

• A commitment to equity, inclusion, and supporting a diverse school community.

Antilles School is an Equal Opportunity Employer. We are committed to providing an inclusive and welcoming environment for all members of our community. Employment decisions are based on qualifications, merit, and school needs. Antilles School does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status under federal, state, or local laws.

Applicants requiring reasonable accommodation for any part of the application process due to a disability may contact us to request assistance. Information received related to accommodation will be treated confidentially.

This job posting is intended to convey information essential to understanding the scope of the position and is not intended to be an exhaustive list of duties, responsibilities, or qualifications. Antilles School reserves the right to modify job descriptions or job postings at any time, as business needs may dictate.