About Prince William Academy
Prince William Academy is a well-established private child care centre and school that has proudly served families in Woodbridge and the surrounding community for more than 20 years. Providing education and care from infancy through Grade 8, PWA is known for its warm, nurturing environment, strong academic programs, dedicated educators, and close relationships with families. Our team is committed to helping every child feel safe, supported, and inspired to reach their full potential. Joining PWA means becoming part of a collaborative school community that values excellence, professionalism, character development, and a genuine love of learning.
Position Summary
The Administrative Manager plays a vital role in supporting the daily operations of Prince William Academy (PWA) and ensuring smooth communication between families, staff, and administration. This position provides administrative, admissions and billing support, maintaining compliance documentation, and fostering a welcoming, professional front office environment.
The ideal candidate is highly organized, approachable, and detail-oriented, with exceptional communication skills and the ability to multitask in a dynamic, student-centered environment.
Key Responsibilities
Admissions and Enrollment Support
- Assist with all admissions inquiries via phone, email, and in-person visits.
- Schedule and conduct school tours for prospective families, ensuring a positive and informative experience.
- Support the school leadership team with admissions cycle, including inquiries, applications, interviews, follow-ups, acceptance, and enrollment confirmation.
- Maintain accurate and updated enrollment data with school’s student enrollment app, Brightwheel, and internal tracking system.
- Coordinate with Executive Director and Head of School on classroom placements and enrollment capacity.
- Prepare and distribute admissions materials, welcome packets, and orientation communications for new families.
- Support marketing and outreach initiatives such as open houses and community events.
Billing, Subsidy, and Financial Support
- Assist with billing, invoicing, and payment tracking in coordination with the accounting team.
- Prepare and submit Child Care Aware attendance tracking, paperwork, and subsidy documentation in accordance with program requirements.
- Maintain accurate financial records for each student’s account, including tuition, registration fees, and subsidies.
- Respond promptly to parent inquiries about billing, payment schedules, and account balances, ensuring clear and professional communication.
- Support families in understanding and completing any required subsidy or program paperwork.
Administrative and Office Operations
- Provide front-office coverage and a welcoming presence for visitors, staff, and families.
- Manage incoming calls, emails, and correspondence; direct inquiries to the appropriate departments.
- Maintain up-to-date student files, attendance records, and emergency contact information.
- Support internal communication with families through newsletters, reminders, and announcements.
- Assist with logistics for school events, meetings, and parent conferences.
- Order and maintain office supplies and support general administrative operations.
Compliance and Recordkeeping
- Ensure all required student documentation (immunizations, medical forms, emergency cards, etc.) is current and compliant with Virginia Department of Education regulations.
- Track and upload necessary records for licensing, subsidy, and Child Care Aware programs.
- Maintain confidentiality of student and staff information at all times.
- Prepare and submit reports to regulatory and accrediting bodies as required.
Qualifications
- Bachelor’s degree in education, business administration, communications, or related field (preferred).
- Minimum of 2–3 years of experience in school administration, admissions, or customer service.
- Familiarity with child care subsidy programs and attendance tracking systems preferred.
- Strong knowledge of Department of Education licencing requirements, Health and Fire Department regulations preferred
- Strong organizational and time-management skills with attention to detail.
- Excellent written and verbal communication abilities.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and comfort with database or CRM software.
- Ability to handle sensitive information with discretion and professionalism.
Personal Attributes
- Warm, welcoming, and customer-service oriented.
- Proactive problem solver with a positive, can-do attitude.
- Team player who works collaboratively with leadership, teachers, and parents.
- Reliable and dependable, with strong follow-through on tasks and deadlines.
- Aligned with Prince William Academy’s mission to foster academic excellence, character development, and community.
Schedule and Compensation
- Full-time, year-round position (Monday–Friday).
- Competitive salary commensurate with experience.
- Benefits include paid time off, tuition discounts, health benefits plan, and professional development opportunities.
Job Type: Full-time
Pay: From $46,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Education:
Experience:
- office administration: 2 years (Required)
- working in a child care center or school: 1 year (Required)
Ability to Commute:
- Woodbridge, VA 22192 (Required)
Work Location: In person
