Health Coordinator and School Registrar

Health Coordinator and Registrar

The Health Coordinator & Registrar serves a dual role by overseeing student registration and records management while coordinating the daily operation of the school health office. This position ensures the accuracy and confidentiality of student academic and health records, supports enrollment and student services, provides basic health care and first aid, and promotes a safe, healthy, and welcoming school environment in accordance with the mission of Catholic education and the policies of the Archdiocese of Galveston-Houston.

Registrar Responsibilities

Student Records Management

• Maintain complete, accurate, and confidential student academic records for all Pre-K through Grade 8 students.
• Process student enrollment, re-enrollment, transfers, withdrawals, and graduation records.
• Maintain cumulative files, including birth certificates, baptismal certificates (when applicable), custody documents, immunization records, and required enrollment documentation.
• Prepare and transmit student records and transcripts to receiving schools.
• Archive permanent student records according to Archdiocesan and state requirements.
• Ensure compliance with FERPA and all applicable privacy regulations.

Student Enrollment

• Coordinate student registration and annual re-enrollment.
• Verify enrollment documentation and maintain accurate student demographic information.
• Enter and update information in the school's Student Information System (SIS).
• Assist prospective and current families with registration procedures.
• Prepare enrollment reports for the principal and Archdiocese.

Administrative Support

• Maintain attendance records and classroom rosters.
• Assist with report cards, standardized testing documentation, and student data reporting.
• Generate enrollment and demographic reports as requested.
• Perform additional administrative duties assigned by the Principal.

Health Coordinator Responsibilities

Student Health Services

• Provide first aid and basic health care for students and staff.
• Assess illnesses and injuries and determine appropriate care, including parent notification or emergency response when necessary.
• Administer medications according to physician orders, parental authorization, and school policy.
• Monitor students with chronic health conditions and maintain Individual Health Care Plans and Emergency Action Plans as appropriate.
• Document all health office visits, medications, treatments, and incidents.

Health Records Management

• Maintain confidential student health records.
• Monitor compliance with Texas immunization requirements and required health documentation.
• Maintain physician orders, medication authorizations, and emergency contact information.
• Coordinate required health screenings and maintain appropriate records.

Health and Safety

• Monitor communicable illnesses and implement appropriate prevention procedures.
• Maintain first aid supplies, emergency medical equipment, and medication inventory.
• Coordinate emergency response procedures related to student health.
• Assist with school safety drills and emergency preparedness planning.

Communication and Collaboration

Serve as the primary contact for student records and health-related matters. Communicate professionally with parents regarding enrollment, records, illnesses, injuries, medications, and health concerns. Collaborate with teachers, administrators, counselors, and healthcare providers to support student success. Maintain positive relationships with students, families, faculty, and staff while ensuring confidentiality.

Qualifications

Education

• High school diploma required. Associate's or bachelor's degree preferred.
• Current Licensed Vocational Nurse (LVN) or Registered Nurse (RN) license preferred, or equivalent healthcare experience as permitted by school policy.

Experience

• Experience in student records management, healthcare, or related fields preferred. Experience in a school setting is desirable.
• Knowledge of Student Information Systems and electronic health records is preferred.

Certifications

• Current CPR, First Aid, and AED certification required or obtained upon employment.
• Completion of required Safe Environment training through the Archdiocese of Galveston-Houston.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to maintain strict confidentiality with academic and health records.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office and Student Information Systems.
• Ability to prioritize multiple responsibilities in a fast-paced school environment.
• Ability to respond calmly and effectively in medical emergencies.
• Commitment to providing excellent customer service to students, families, and staff.

Faith and Mission Expectations

• Support and uphold the philosophy, mission, and teachings of the Catholic Church and the Archdiocese of Galveston-Houston.
• Demonstrate professionalism, integrity, compassion, and Christian values in all interactions.
• Foster a welcoming, faith-filled environment that supports the academic, physical, emotional, and spiritual development of students.
• Participate in required school meetings, professional development, retreats, and Archdiocesan training.
• Maintain compliance with all Archdiocesan policies and procedures.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to stand, walk, bend, kneel, and respond quickly throughout the school campus.
• Ability to lift up to 30 pounds.
• Ability to administer first aid, CPR, and emergency care when necessary.

Work Environment

• The Health Coordinator & Registrar works in a faith-centered educational environment serving students in Pre-K through Grade 8. This position requires balancing administrative responsibilities with student health services while maintaining the highest standards of confidentiality, professionalism, compassion, and commitment to Catholic education.

Archdiocese of Galveston-Houston