Start Date: July 1, 2025
Compensation: $15-$25 per hour
Schedule: Full time, School Year Calendar (190 Days)
Application Deadline: Open until filled
Position Summary
The School Health and Office Assistant (SHOA) plays a vital role in supporting student health, front office operations, attendance, and the coordination of AXIS's after-school enrichment program (AXIS Enrich). Working under the delegation of a contracted school nurse, the SHOA manages day-to-day student health needs, medication administration, and health record compliance. In addition, this position ensures a welcoming and well-organized front office, accurate attendance reporting, and strong communication with families.
As coordinator of AXIS Enrich, the SHOA oversees all logistics and communication for after-school enrichment activities, including managing rosters, coordinating with providers, and ensuring student safety during transitions. This multifaceted role requires excellent communication, organization, and flexibility.
Key Responsibilities
Health Office Duties (in collaboration with the school nurse)
- Administer first aid and daily care to students; maintain a well-stocked, organized health office
- Manage medication storage and administration per policy
- Monitor immunization compliance and manage health documentation in accordance with state regulations
- Implement student healthcare and emergency plans under nurse delegation
- Conduct vision and hearing screenings; maintain accurate logs and referrals
- Communicate with families regarding student health concerns
- Accompany students to medical facilities when necessary
- Maintain confidentiality and uphold all school health laws and policies
Health and Student Support In collaboration with the school nurse and under appropriate delegation per Colorado law
- Serve as the on-site lead for implementing student healthcare plans, including medical 504 plans, IEP-related health services, emergency care plans, and individualized healthcare plans (IHPs)
- Provide daily care and first aid to students; administer medications and medical procedures according to established policies and delegation guidelines
- Monitor and document student health needs, including chronic conditions and functional mobility supports, ensuring accommodations are followed throughout the school day
- Maintain and update student health records in compliance with HIPAA and FERPA; uphold confidentiality at all times
- Monitor immunization compliance and manage infection control procedures
- Plan and coordinate annual vision and hearing screenings, including scheduling, staffing, data collection, and follow-up with families
- Participate in student support meetings as needed; provide relevant documentation and input for 504, IEP, and health eligibility determinations
- Communicate with families regarding student health concerns in a professional, compassionate, and timely manner
- Refer families to community health resources as appropriate
- Accompany students to medical facilities when needed
- Keep the health office well-stocked, organized, and compliant with safety procedures
Front Office & Registrar Support
- Greet and assist visitors; manage phone, email, and in-person communication with professionalism and warmth
- Maintain a tidy, welcoming front office environment and positive relationships with students and families
- Track daily attendance; contact families regarding unverified absences and maintain documentation for tardies, early dismissals, and truancy follow-up
- Support school-wide events, scheduling, and volunteer coordination
- Manage enrollment documentation and records, ensuring all required forms are submitted and up to date, including immunization records and emergency contact information
- Collaborate with the school nurse and administrative team to review enrollment data and promptly flag students who may require medical support, individualized health plans, or medication needs
- Input and maintain accurate student data in the school's student information system (SIS)
- Communicate with families regarding missing paperwork and deadlines; support families in completing forms as needed
- Maintain confidentiality and compliance with student record policies (FERPA)
Attendance Coordination
- Monitor and track daily student attendance using the school's Student Information System (SIS)
- Call families of students who are absent without notification and log all parent communications
- Maintain accurate records of tardies, early dismissals, and full-day absences
- Prepare and send attendance letters in alignment with school policy and Colorado attendance laws
- Identify and flag patterns of chronic absenteeism or tardiness; work collaboratively with families to support improved attendance
- Notify the principal of attendance concerns and potential truancy cases
- Maintain documentation required for compliance reporting and school audits
AXIS Enrich Coordination
- Coordinate all aspects of after-school enrichment, including:
- Liaising with enrichment providers
- Managing rosters and student sign-ups
- Ensuring safe student transitions to/from programs
- Serving as point of contact for families
- Managing after-school attendance and incident tracking
- Problem-solve daily logistics and maintain clear communication with families and staff
Additional Operational Support
- Support compliance with school operations: safety drills, inventory, logistics, deliveries, and communication systems
- Maintain staff calendar and assist with event scheduling and coordination
- Support school-wide systems for purchasing, facilities, and communication
Qualifications
- High school diploma required; associate's or bachelor's degree preferred
- CPR, First Aid, and AED certification required (may be obtained upon hire)
- Experience in schools, healthcare, or child-focused settings preferred
- Strong written and verbal communication skills
- Ability to manage multiple priorities in a fast-paced, team-oriented environment
- Comfort with technology, databases, and scheduling tools
- Commitment to AXIS's mission, vision, and values around multilingual education and inclusive practices
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