This is a 2-year Grant Position
Job Summary:
The Front & Health Office Manager is to be responsible for overseeing the operations of the front office and health office staff across multiple K-12 campuses. This role ensures the smooth functioning of administrative processes and compliance with school policies, while providing exceptional customer service. The manager will train, support, and coach front office and health office staff, ensuring adherence to district policies, procedures, and regulatory requirements.
This role ensures that all health office functions, including student health management, compliance with state and federal regulations, and staff training, are standardized and effective across all K-12 campuses. The manager plays a critical role in promoting the health and well-being of students and staff, managing health emergencies, and maintaining health records, while also fostering a safe and healthy school environment.
Key Responsibilities:
- Collaboration and Leadership:
- Work closely with the Head Registrar and Chief Operations Officer to implement district-wide administrative policies.
- Coordinate and oversee health services provided at all school campuses within the district.
- Provide daily support, training, and coaching to campus receptionists and health office staff.
- Visit campuses on a rotating basis to assess and ensure the smooth operation of front and health office functions.
Data Management, Reports, Compliance and Audits:
- Manage data entry and updates within the district’s systems such as Infinite Campus (IC) Student Information System.
- Provide troubleshooting and support for IC student and parent portals, including password resets and access issues.
- Oversee general troubleshooting for receptionists, health office staff, and ensure smooth daily operations.
- Ensure that all front office and health office personnel comply with annual audits, required reports, and district-mandated training.
- Ensure that policies and procedures are followed at all times across all campuses, including health and attendance protocols.
- Develop, implement, and update health policies and protocols in alignment with district, state, and federal regulations.
- Ensure that each campus has the necessary health supplies, medications, and equipment.
- Monitor compliance with vaccination requirements, health screenings, and emergency care protocols.
- Prepare reports and present findings to district administration and school boards as needed.
Staff Supervision, Development, and Support:
- Provide leadership, guidance, and support to school health office staff (nurses, aides, and assistants).
- Coordinate hiring, training, and professional development of health office personnel.
- Conduct regular evaluations of health staff performance and provide feedback for improvement.
- Facilitate communication between campus health offices and district administration.
- Train and onboard new front office and health office staff, ensuring they are familiar with district systems and procedures.
- Create and update training materials, how-to guides, and troubleshooting resources for front office operations.
- Provide ongoing coaching and support for staff, helping them adapt to the unique needs of each school campus.
Student Health Management:
- Oversee the management of student health records, ensuring confidentiality and compliance with HIPAA and FERPA regulations.
- Assist in the development of individualized health plans for students with chronic conditions (asthma, diabetes, allergies, etc.).
- Lead district-wide health education initiatives, including wellness programs, mental health awareness, and preventive care.
- Collaborate with counselors and educators to support mental health services and referrals for students.
- Communicate with parents, students, and staff about relevant health topics, policy changes, and updates.
Crisis and Emergency Response:
- Develop and maintain district-wide emergency health plans (including CPR/AED training, first aid response, and mental health crisis protocols).
- Support schools in the management of communicable diseases, including contact tracing, isolation protocols, and reporting.
- Serve as a liaison between school health offices and external agencies such as public health departments in times of public health emergencies.
Visitor and Vendor Management:
- Serve as the administrative lead for the Raptor System, ensuring proper check-in and tracking of students, visitors, and vendors across all campuses.
- Provide support for campus receptionists in managing and monitoring visitor protocols and vendor interactions.
- Update policies and procedures as needed
Document Management:
- Create, update, and maintain front office forms, ensuring consistency and availability across all campuses.
- Ensure the correct implementation of district policies related to student and visitor management, data entry, and health office procedures.
Key Systems and Tools:
Infinite Campus Student Information System – Data entry, portal management, and troubleshooting.
- Raptor Visitor Management System – Administrative role for managing students, visitors, and vendors.
- And other software programs as needed
Qualifications:
Education and Experience:
- High school diploma or equivalent required; bachelor’s degree in education, business administration, or a related field (Public Health, Healthcare Administration etc.) is preferred.
- Minimum of 2-3 years of experience in office administration, preferably in a school or educational setting.
- Experience working with student information systems (such as Infinite Campus) and visitor management systems (such as Raptor) is highly desirable.
- Experience coordinating health services across multiple sites is highly preferred.
- Strong leadership and team management skills, with the ability to coach and support staff across multiple campuses.
- Exceptional customer service skills and ability to adapt to various personalities and campus needs.
- Knowledge of front office and health office operations, including compliance, policies, and reporting procedures.
- Proficiency in data management, record keeping, and auditing processes.
- Ability to work effectively with diverse stakeholders, including administrators, health professionals, parents, and students.
- Proficient in health record-keeping systems and data management.
- Crisis management and problem-solving abilities.
- Strong written and verbal communication skills, with the ability to create and maintain training materials.
- Proficient with technology and software such as Microsoft Office and Google Suite.
- Open to learning new technology and programs as required.
- Excellent organizational and multitasking abilities.
Work Environment:
- Work is primarily performed in a school and office setting with regular visits to multiple school campuses.
- Regular visits to multiple school campuses are required, with the flexibility to respond to campus needs as necessary.
- Occasional evening or weekend hours may be required for training, audits, or emergency response.
These responsibilities are not exhaustive and additional tasks may be assigned as needed, at the discretion of the COO