Office Manager, Harbour View Campus

School Overview:

Nansemond-Suffolk Academy is an independent coeducational, college preparatory day school serving grades Pre-Kindergarten ‑ 12 at our main campus and Pre‑K ‑ Grade 3 at our Harbour View campus. Founded in 1966, the school has a current enrollment of approximately 900 students, 170 employees, and sits on two campuses, a 100‑acre campus and a 3‑acre campus, both located in Suffolk, Virginia.

Nansemond‑Suffolk Academy is accredited by the Southern Association of Colleges and Schools and the Virginia Association of Independent Schools.

Under the direction of and in cooperation with the Head of Lower School – Harbour View campus, the Office Manager for the Harbour View campus will be responsible for the day-to-day front office administrative duties, including daily interaction with students, parents, visitors and school administrators. This individual will be required to conduct tours of the campus with prospective families, as needed, and will be the face of the Harbour View campus working closely with the Head of Lower School at the Harbour View campus.

This position will set a positive tone of mutual respect, a strong work ethic and promote excellence in a student‑centered environment necessary to accomplish the school’s mission.

• Manage the reception area to ensure effective communication with all visitors, students, faculty, staff and school administrators in a professional and courteous manner;
• Handle all telephone communication in a professional and courteous manner, and assist will all mailings;
• Assist current parents with set up/access to Saints Net and other technology needs;
• Assist with student check‑in for late arrivals, early dismissals or other requested information, as needed;
• Coordinate substitute teachers and/or class covers, as needed;
• Assist with the preparation of correspondence for Head of Lower School – Harbour View campus;
• Assist with the coordination of field trips in conjunction with Health Clinic staff and Director of Transportation;
• Oversees daily health clinic operations at the Harbour View campus in coordination with the main campus nursing team, including the administration and documentation of student medications, maintenance of medication records, care of students with minor illnesses or injuries, and communication with families regarding student health concerns and dismissals.
• Maintains current Medication Administration Training (MAT) certification and ensures compliance with health and safety requirements by administering medications as authorized, managing employee MAT records, coordinating required training, tracking certification status, and maintaining accurate health‑related documentation.
• Maintain accurate preschool student and staff records and ensure compliance with all Virginia Department of Education health, safety, training, and documentation requirements.
• Collaborate with other Division Office Managers and the Director of Communication and Public Relations pertaining to summer mailing and other school‑wide communication needs;
• Maintain precise record keeping of student attendance, dismissals and tardiness;
• Maintain precise attendance records for faculty and staff at the Harbour View campus and submit payroll reports to the Business Office;
• Monitor and update Harbour View campus calendar of events and collaborate with key personnel to ensure accuracy of posted events;
• Assist with Harbour View campus club scheduling;
• Prepare and effectively communicate daily announcements;
• Maintain inventory of office supplies and place orders, as needed;
• Coordinate all administrative activities under the direction of the Head of Lower School - Harbour View campus;
• Direct and ensure that all maintenance and housekeeping needs of the campus are addressed and completed by custodial staff;
• Support a nurturing, compassionate and welcoming environment for all students, faculty, staff and parents as well as prospective families at the Harbour View campus;
• Support the Head of Lower School – Harbour View campus with the many details of school life to ensure operational effectiveness in terms of policy and procedure development, scheduling, curriculum…