Administrative Assistant

Brewster Academy - Wolfeboro, NH

Full-time - Entry Level

Wolfeboro, NH

Educational Services

About the position

The Administrative Assistant to the Director of Student Health Services plays a crucial role in providing information management support and assisting with various administrative tasks within the health services department. This position is responsible for maintaining student health records, scheduling appointments, and ensuring effective communication within the office while upholding strict confidentiality standards.

Responsibilities

• Answer Health Center telephone calls and refer calls to appropriate personnel.
• Assist in setting up and maintaining student charts including scanning/uploading medical forms, emails, parental communication, and immunization records.
• Enter data for health log by recording arrival/departure times of students whenever able.
• Assist in arranging doctor's appointments, taking students to and from appointments, and picking up prescriptions from the local pharmacy.
• Deliver and pick up health center mail daily.
• Notify and remind students about scheduled appointments with consulting physicians and APRN.
• Maintain weekly Health Center log for student account charges and all pharmacy charges; submit all student charges to the Business Office each Friday.
• Manage parental notification of pharmaceutical charges.
• Format parent letters and notifications concerning flu clinics and permissions, ADHD evaluations, immunization records, pre-holiday mailings, etc.
• Maintain the general neatness and essential supplies of the office to ensure the smooth flow of patient care each day.
• Take care of recycling weekly, record fridge temps twice daily, fill printer, photocopier, and fax machines with paper, stock the refrigerator with drinks for students, empty shredder receptacle, change bed linens, and manage laundry service pick-up and restocking clean linen deliveries to closet.
• Monitor the supply of medical products and office products and order these with the approval of the Director.
• Assist with drug testing of students as needed.
• Assist the school counselor with administrative duties including student therapy appointment scheduling, emailing students about appointments, entering students in the health log for therapy appointments, copying, and gathering student contact data.
• Perform other administrative support duties as assigned by the Director of the Student Health Services.

Requirements

• High school diploma or equivalent; additional education in health services or administration is a plus.
• Proven experience in an administrative role, preferably in a healthcare or educational setting.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both verbal and written.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Proficiency in using office software and equipment.

Nice-to-haves

• Experience with medical record management systems.
• Familiarity with student health services and related regulations.
• Ability to work effectively in a team environment.

Benefits

• Pro-rated vacation time to be used during school breaks.
• Pro-rated sick time.
• One meal in the dining hall when working and school is in session.
• Use of the fitness center.
• Voluntary retirement eligibility.