School Health Administrative Assistant

Pancare of Florida Inc•Panama City, FL

7h•Onsite

About The Position

We are looking for an Administrative Assistant to support our School Health team. You are the first point of contact for the building, welcoming visitors, guests, and staff for all departments on site, while providing administrative and clerical support to the School Health Department. The role manages front-entrance reception, visitor check-in, and incoming deliveries. It also maintains records, tracks compliance activities, and supports the daily office operations that keep School Health running efficiently. This position handles sensitive information in strict compliance with HIPAA and FERPA.

Requirements

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

Serves as the building's primary greeter and point of contact, welcoming visitors, guests, vendors, and staff from all departments in a professional and courteous manner.
Manages visitor check-in, including verifying appointments, maintaining the visitor log, issuing visitor badges as required, and notifying the appropriate staff or department of guest arrivals.
Receives, logs, and distributes packages, mail, and deliveries for building departments, and maintains appropriate records of receipt.
Maintains a professional, organized, and welcoming lobby and reception area.
Follows building safety, security, and emergency procedures, and promptly alerts appropriate personnel to concerns.
Answers and directs phone calls, emails, and general inquiries; prepares and distributes departmental notifications in a timely, professional manner.
Drafts, proofreads, and formats documents, reports, and presentations for the School Health Department.
Tracks office and school Health Room inventory, processes purchase orders, and coordinates the ordering and distribution of supplies.
Enters and updates information in departmental databases and systems, ensuring records are accurate, current, and complete.
Maintains organized physical and electronic filing systems, including tracking documentation for compliance activities.
Supports meetings through scheduling, preparing agendas and materials, and recording minutes as needed.
Assists with departmental projects and general office support, including filing, photocopying, and running errands.
Protects confidential information and ensures protected health and student information is not visible or discussed in public areas, in strict compliance with HIPAA and FERPA.
Follows and abides by facility policies, procedures, and Corporate Compliance Program, as applicable to roles and responsibilities. Maintains required training.
Demonstrates commitment to organizational compliance and quality standards by following established policies and procedures, maintaining regulatory requirements, participating in quality improvement efforts, and reporting concerns through appropriate channels.