School Health Administrative Assistant

Pancare of Florida•Panama City, FL

2d•Onsite

About The Position

PanCare of Florida is seeking an Administrative Assistant to support its School Health team in Panama City, Florida. The position serves as the building’s first point of contact and provides reception, administrative, and clerical support to the School Health Department. Duties include managing visitor check-in and deliveries, maintaining records and compliance documentation, supporting office operations, and protecting sensitive information in accordance with HIPAA and FERPA. The role follows facility policies, procedures, and the Corporate Compliance Program, maintains required training, and supports regulatory compliance and quality improvement efforts.

Requirements

At least 1 year of experience in a reception, administrative, or office support role.
Strong verbal and written communication skills.
Strong organizational and time management skills, including the ability to prioritize, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
Strong attention to detail and ability to complete work accurately and thoroughly.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and Google Workspace.

Nice To Haves

Associate’s degree in business administration, office management, or a related field.
Experience supporting events or meetings.

Responsibilities

Serve as the building’s primary greeter and point of contact for visitors, guests, vendors, and staff.
Manage visitor check-in by verifying appointments, maintaining the visitor log, issuing badges as required, and notifying staff of arrivals.
Receive, log, and distribute packages, mail, and deliveries, maintaining records of receipt.
Maintain an organized, professional, and welcoming lobby and reception area.
Follow building safety, security, and emergency procedures and alert appropriate personnel to concerns.
Answer and direct phone calls, emails, and general inquiries; prepare and distribute departmental notifications.
Draft, proofread, and format documents, reports, and presentations for the School Health Department.
Track office and School Health Room inventory, process purchase orders, and coordinate supply ordering and distribution.
Enter and update information in departmental databases and systems, ensuring records are accurate and complete.
Maintain physical and electronic filing systems, including documentation for compliance activities.
Support meetings by scheduling, preparing agendas and materials, and recording minutes as needed.
Assist with departmental projects and general office support, including filing, photocopying, and running errands.
Protect confidential information and ensure protected health and student information is not visible or discussed in public areas, in compliance with HIPAA and FERPA.
Follow applicable facility policies, procedures, and the Corporate Compliance Program, and maintain required training.
Support compliance and quality standards by following policies and regulatory requirements, participating in quality improvement efforts, and reporting concerns through appropriate channels.