School Office Administrator

Children's Health Council; Palo Alto (CA); In loco; USD 52.000 - 76.000; Tempo pieno

Descrizione del lavoro

Children's Health Council seeks an organized Administrative/Family Engagement Coordinator to support school office operations and strengthen communication with families. You will collaborate with administrators, classroom staff, and the clinical team to promote family engagement and connect families with resources.

Responsibilities include intake and enrollment support, bilingual communication, and event coordination while upholding confidentiality and school policies.

Competenze

• Possession of an associate or bachelor’s degree preferred.
• Experience in school systems preferred.
• Empathetic and cooperative communication with lay people and professionals.
• Proficient in MS Outlook, Word, Excel; comfortable learning new software.

Mansioni

• Serve as welcoming point of contact for families, visitors, and staff; respond to calls and emails, coordinate visits, and direct inquiries.
• Support school administrators by maintaining calendars, scheduling appointments, and assisting with special projects.
• Coordinate daily school communications, including mail, classroom announcements, enrollment notifications, absences, events, visitors, and meetings.
• Coordinate intake and referral process, prepare materials, schedule interviews, and follow up with administrators.
• Organize parent tours, prepare informational materials, and post tour schedules on CHC website.
• Distribute enrollment packets and family handbooks, assist with forms, forward documentation.
• Create and maintain confidential student files (IEPs, enrollment, immunization) and coordinate records requests.

Conoscenze

Empathetic communication

Time management

Customer service

Independent work

Formazione

Associate or Bachelor's degree in education/mental health

Experience in school systems

Strumenti

Microsoft Outlook

Microsoft Word

Microsoft Excel

Descrizione del lavoro

Reporting to the Head of School, this position supports efficient school office operations and strengthens communication and partnerships between EBC school and its families.

Responsibilities include coordinating administrative functions, supporting student intake and enrollment, and providing assistance to school leadership and the Operations Team. In collaboration with administrators, classroom staff, and the clinical team, this role promotes family engagement, provides bilingual communication and outreach, and connects families with resources to support student success and equitable access to school information and services.

Essential Duties and Responsibilities:

Administrative Support and School Communication

• Serve as a welcoming point of contact for families, visitors, and staff; respond promptly to calls and emails, coordinate visitor arrivals, and direct inquiries to appropriate personnel.
• Support school administrators by maintaining calendars, scheduling appointments, and assisting with special projects.
• Coordinate daily school communications, including mail, classroom announcements, student enrollment notifications, and updates regarding absences, events, visitors, and meetings.

Admissions, Enrollment, and Student Records

• Coordinate the intake and referral process by providing information to families and district representatives, preparing referral materials, scheduling interviews, and following up with administrators and the Operational Team.
• Organize parent tours, prepare informational materials, and ensure tour schedules are posted on the CHC website.
• Support family onboarding by distributing enrollment packets and family handbooks, assisting with required forms, verifying completion, and forwarding documentation to the applicable stakeholders
• Create and maintain confidential student educational files, including IEPs, enrollment documents, and immunization records; coordinate timely responses to records requests with school staff and CHC’s Medical Records Team .

Family Engagement and Community Partnerships

• Plan and support programs that strengthen family participation and student achievement in collaboration with families, school staff, and service providers.
• Build strong relationships between families and school personnel, serve as the resources to parents, and help staff strengthen family outreach and communication.
• Partner with the Head of School to support equitable services and collaborate with clinical team to connect families with community resources.

Bilingual Communication and Family Access

• Translate outgoing school documents into Spanish, including educational and behavioral records, IEP materials, announcements, flyers, and administrator communications.
• Provide Spanish interpretation during calls, enrollment activities, meetings, IEPs, parent conferences, school events, workshops, and support groups.
• Support families with literacy needs by explaining written communications verbally and assisting with school-related forms and documentation.

School Operations and Event Coordination

• Coordinate student transportation with providers and families, including scheduling, cancellations, and changes.
• Maintain office and classroom supplies, coordinate equipment support, keep shared spaces organized and welcoming, and arrange staff snacks and student meal ordering and classroom delivery.
• Coordinate logistics for school events including hospitality, equipment rentals, materials, and setup, in collaboration with school staff.

Student Health, Safety, and Professional Responsibilities

• Oversee student medication administration in accordance with EBS School’s Medication Administration Policy, including coordinating required parent documentation and training designated staff.
• Maintain current student emergency medical and contact information and ensure it is readily accessible to appropriate staff.
• Uphold confidentiality, child safety, mandated reporting responsibilities, and professional boundaries while providing responsive, respectful support to students, families, and staff.
• Perform other duties as assigned to support school operations and family engagement.
• Ensures that management information is maintained in a confidential manner.
• Abides by all CA Educational Code procedures.
• Adheres to all EBC School Policies and procedures.
• Adheres to CHC Employee Handbook and fulfills the duties on this job description

Education and Qualifications:

• Possession of an associates or bachelor’s degree in an educational or mental health-related field preferred
• Experience and knowledge working in school systems preferred.
• Ability to communicate empathically and cooperatively with lay people and professionals.
• Possess solid computer skills, including the ability to utilize Microsoft Outlook, Word, Excel. Comfortable learning new software applications.
• Ability to work well under pressure and effectively balance multiple and often times simultaneous project demands.
• Exhibits consistently positive customer service attitude when interfacing with school staff, colleagues and external entities.
• Able and willing to work independently and to collaborate in small work groups.
• Shows sound judgment when dealing with a variety of complex interpersonal, business and external issues and making operational decisions.
• Has excellent material organizational and time management skills.
• Anticipates and take initiative to complete projects in a timely manner.
• Detail oriented and highly organized.

Knowledge, Skills, and Abilities:

• Efficient; organized; quick follow through; ability to multi-task.
• Knowledge of basic computer skills in order to communicate via email and preparing documents on a word processor/excel.

Physical and Special Job Requirements

• Ability to sit for long periods of time and perform majority of work at a computer workstation.
• May be required to lift up to 25 lbs.
• Ability to work occasional early mornings and late evenings for scheduled events such as Open House and Achievement Night.

Contact with Others:

• Ability to communicate clearlyin oral and written form.
• Ability to articulate expectations to classroom team and students.