Employment Opportunities

Director of Finance and Operations

Grace Episcopal School is seeking applicants for Director of Finance & Operations to begin July 1, 2019.  See job description below.   Interested applicants should send resume to Patti Culbreth, Head of School at pculbreth@graceschoolalex.org

Substitute Teacher

We are always looking for qualified substitute teachers. Interested applicants need to complete the Employment Application and Substitute Form found in the PDFs below.  Email these documents including a current resume to assistanthead@graceschoolalex.org. or mail them to the school office. Once these documents are received, an interview and school tour will be scheduled.  All substitutes are required to complete a Virginia State Police background check, a Virginia Department of Social Services background check, and online Misconduct Prevention Training. Our substitute rate is highly competitive with the local market. Thank you for your interest.

Employment Application

Substitute Form

Grace Episcopal School adheres to a policy of non-discrimination in its hiring practices and employs qualified people without regard to gender, age, race, color, sexual orientation, religious affiliation, ethnic background, national origin, or handicapped status.


Director of Finance & Operations Job Description

Job title: Director of Finance & Operations

Hours: 45 hours per week

FLSA Status: Exempt

Work Hours: 8:30 AM – 5:30 PM, Monday - Friday

General Purpose:

Run the school’s Business Office and manage all non-curricular matters affecting school finances and day-to-day operations.

Qualifications: Bachelor’s degree in accounting with at least five years of experience running an independent school business office. Experience with Quickbooks desktop software required.

Must be reliable, responsible and a self-starter. Must show initiative and be able to work without supervision. Must have good communication skills and be able to work with people of different backgrounds.

Primary Duties and Responsibilities:

Collect all tuition and fees for the school and bill families accordingly in order to accomplish this. Bank all monies collected in a timely manner. Pay all invoices & reimbursement requests in a timely manner.

Maintain all financial records and files related to accounts payable, deposits, licensing, accreditation, health & safety inspections and drills, etc.

Maintain all staff personnel files and payroll records and keep them updated for auditing purposes and securely locked at all times.

Manage human resources including recruitment & hiring, payroll administration, benefits administration (medical, dental, long-term disability, flexible spending), etc.

Complete monthly, quarterly & year-end accounting closes. Generate financial statements & requested schedules for the Head of School, Finance Committee and School Board, and field all questions to the same within prescribed time frames.

Prepare annual operating budget & forecasts and be prepared to present them to the Finance Committee and School Board.

Prepare for and manage the annual fiscal year-end audit and work hand-in-hand with the school’s CPA firm that conducts the audit making sure to adhere to all deadlines for deliverables. Keep the Head of School and Board Treasurer informed weekly of audit progress.

Work with the Parents Association President & Treasurer and classroom parents to formulate their budgets during the summer. Monitor & record all transactions and update individuals monthly with pertinent schedules and budget reports.

Work with classroom & specials teachers during the school year and monitor their spending by providing them with monthly budget reports.

Administer the monthly installment tuition management program by using the web-based program to collect tuition and extended care fees throughout the school year.

Enter all billing details for families paying through the program and record all payments during the school year. 

Administer the tuition refund plan for all families by tracking and reconciling premiums paid by families, and remitting the premium total to the tuition insurance company within thirty days of the start of classes. File tuition insurance claims for withdrawn students within the prescribed time frame following withdrawal.

Serve as Risk Manager for the school and make sure all insurance policy coverages are in force and that all renewals and renewal payments are taken care of to ensure this.

Answer questions from parents, faculty & staff & school board members and provide information, invoices, statements, summaries and analyses in response to their requests.

Provide support for all school programs and activities, including field trips, in-house shows and overnight field trips.

Conduct monthly fire drills and periodic lockdown & shelter-in drills.

Supervise Facilities Manager and work closely with him on school maintenance & repair issues and larger scale projects. Cover for Facilities Manager when he is not in the building.

Work with Director of Auxiliary Programs on extended care, holiday care, summer camp programs and enrichment class billing and collections.

Work with the Director of Admissions on enrollment matters, financial aid administration, the annual spring mailing, April invoicing for all parents as well as summer invoicing to the same.

Work with the Director of Development on annual fund and other fundraising initiatives, as well as the annual gala/auction.

Work with the Assistant Head of School on pertinent matters affecting school operations.

Work closely with the Church Rector and other Church personnel and maintain a close collegial relationship with them. 

Be the “face of the school” by answering phones and greeting parents & visitors at the front door.

Get training & certifications for first aid & CPR, as well as medication administration.

Adhere to all policies & procedures in the Business Office & Accounting Manual as well as the Employee Handbook and Parent/Student/Extended Care Handbook at all times.

Assume all other responsibilities as directed by the Head of School.


Upcoming Events


Monday, Mar. 18, 2019 - Monday, Mar. 25, 2019


Monday, Mar. 25, 2019


Tuesday, Mar. 26, 2019


Friday, Apr. 5, 2019 6:00 pm - 7:00 pm


Thursday, Apr. 11, 2019 9:30 am - 10:30 am