Health Office Coordinator & Executive Assistant to Principal

POSITION SUMMARY

This hybrid role combines administrative executive support for the school principal and leadership team and coordinates the school health office. The position provides high\-level administrative, clerical, and organizational support while overseeing daily health office operations, student health needs, attendance management, and compliance with health\-related policies. The ideal candidate is detail\-oriented, compassionate, discreet with confidential information, and able to multitask in a fast\-paced Catholic elementary school environment.

DUTIES AND RESPONSIBILITIES

Executive Assistant Duties

• Serve as the primary administrative assistant to the Principal, handling calendar management, scheduling meetings, appointments, and school events.
• Prepare, proofread, and distribute correspondence, reports, memos, newsletters, and other documents.
• Maintain confidential student, staff, and school records; manage filing systems (physical and digital).
• Organize and support school events, parent meetings, staff meetings, and committee work (agendas, minutes, materials).
• Handle data entry and reporting in student information systems (attendance, enrollment, etc.).
• Act as liaison between the principal, staff, parents, students, and community members.
• Perform other related duties as assigned by the Principal.

Health Office Coordinator Duties

• Oversee daily operations of the school health office, ensuring it is well\-equipped.
• Provide basic first aid and care for students with minor illnesses or injuries (under the direction of the school nurse, if present).
• Manage student health records, immunization compliance, medication administration logs, and health screenings (vision, hearing, etc.).
• Coordinate with parents, guardians, and healthcare providers regarding student health concerns, absences, or return\-to\-school requirements.
• Administer medications and treatments as authorized by physicians and per school policy.
• Track and report communicable diseases; notify appropriate authorities (local health department) as required.
• Maintain inventory of health office supplies, first aid kits, and emergency equipment.
• Support emergency preparedness drills.
• Ensure compliance with state and federal health regulations, including FERPA, HIPAA, and school policies.
• Support crisis response, including student medical emergencies or school\-wide incidents.
• Collaborate with counselors and administrators.

Requirements

• ----------------

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• High school diploma or equivalent required; Bachelor’s degree preferred.
• 2–3\+ years of administrative or office coordination experience, preferably in a school or medical setting.
• Experience in healthcare or school health office (e.g., medical office coordinator, nurse assistant) highly desirable.
• Current CPR/First Aid/AED certification (or ability to obtain within 30 days).

Knowledge, Skills, and Abilities

• Strong organizational, multitasking, and time\-management skills.
• Excellent written and verbal communication; professional demeanor.
• Proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace, and student information systems.
• Ability to maintain confidentiality and handle sensitive health and personnel information.
• Knowledge of basic medical terminology, school health practices, and emergency procedures.
• Compassionate and patient when working with young children, parents, and staff.
• Ability to work independently and as part of a team in a busy elementary school environment.

Physical and Other Requirements

• Ability to lift up to 25–30 lbs occasionally (e.g., supplies or assisting students).
• Frequent standing, walking, bending; exposure to childhood illnesses.
• Successful completion of background check and fingerprinting as required for school employment.
• Required tuberculosis screening.

Working Conditions

Primarily indoors in a school office and health clinic setting. The role involves frequent interaction with students (including those who are ill), parents, and staff. Some exposure to minor injuries or illnesses is expected.

Wage Range

The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.