Health Office and Administrative Assistant

Health Office and Administrative Assistant Job Description - Summer Seasonal

Temporary, part-time position to cover for a leave

Tentative start date June 8, 2026

Position Title: Health Office and Administrative Assistant

Reports to: School Nurse and Summer Program Director

Supports: Health Office and Chadwick Summer Programs

Hours: Approx 12 hours per week, split over 3-4 days during Summer Program hours.

POSITION SUMMARY


This role supports administration and other medical health protocols for the Health Office as well as assists with logistical coordination of compliance and guidelines/procedures for other Chadwick programs. Under the direction of the school nurse, the health office assistant carries out diverse duties of a non-professional and clerical nature in the school health office setting. This position also supports and assists with administrative duties under the direction of the summer program Director. This is a temporary seasonal position that transitions from school year support to summer support as needed.

Specific Health Office responsibilities

• Assist in maintaining the student health database and health conditions list; generate a variety of periodic and special reports, lists, labels, and other data as requested by the school nurse.
• Check records for mandated requirements; i.e. immunizations, physical exams, and oral health assessments. Notify the nurse and parents of students out of compliance and refer parents to appropriate resources to obtain needed service.
• Prepare, update and maintain health files and records; e.g. medication records, physician forms, accident/injury reports, etc.
• Assist the school nurse with exclusion of students with communicable diseases according to established guidelines and procedures.
• Compile TB and CPR records for school employees and track expiration dates.
• Assist with the preparation, arrangement, and recording of vision and hearing screenings.
• Perform basic first aid, at school nurse's discretion and on an as-needed basis, for students when school nurse is occupied. Refer emergencies, serious illnesses or injuries to the school nurse (or administrator if the school nurse is unavailable).
• Refer suspected child abuse to school nurse and/or administrator. Notify CPS and complete required paperwork.
• Prepare and replenish first aid kits as needed.
• Maintain health office in sanitary and orderly condition and assist with routine disinfection of common areas.
• Assist with coverage at the Reception Desk as needed.
• Perform other related duties as assigned.

Education, Experience and Skill Requirements

Preferred Experience and Skills

• Bachelor's degree required; equivalent experience working in a school will be considered
• Strong administrative skills, including excellent oral and written communications, operations, and office management
• Professional presence, highly organized, efficient, and fiscally responsible
• Flexibility and a growth-mindset are required; discreet, motivated, and able to take initiative; proactive and able to prioritize.
• Comfortable with technology and adaptable to new systems
• Expertise with spreadsheets and Google suite products
• Ability to interact comfortably with children and adults
• Ability to learn and implement school health protocols

Compensation - $25.00 - $40.00 - Based on qualifications and experience.

Work Environment and Physical Requirements:

• • Walking and being outdoors for somewhat extended periods of time on a regular basis is part of the job as the school sits on 45 acres of land
  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and an ability to adjust focus.
  • Will extensively use telephone, computer, copier, and other office equipment in the course of a day.

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is exposed to weather conditions prevalent at the time. This may include warm, hot or cold temperatures. The noise level in the work environment is moderate.

Clearances: TB Assessment and Livescan Background check

Note: The job description is not designed to cover or contain a comprehensive listing of activities, duties and responsibilities that are required of the position.

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties and responsibilities that are required of the position.

By submitting an Employment Application, I hereby understand and agree that consistent with its obligations under Education Code Section 44051 subd. (a)(2) and as a part of the application consideration process, Chadwick School will contact each Educational Employer and inquire about your employment history including, without limitation, whether I was the subject of any credible complaints of, substantiated investigations into, or discipline for, egregious misconduct, as defined in Education Code Section 44932, subd. (a)(1).