School Office Administrator - Bilingual in Spanish

CHC•Palo Alto, CA

About The Position

The School Office Administrator supports efficient school office operations and strengthens communication and partnerships between EBC School and its families. Reporting to the Head of School, the role coordinates administrative functions, supports student intake and enrollment, and assists school leadership and the Operations Team. In collaboration with administrators, classroom staff, and the clinical team, the administrator promotes family engagement, provides bilingual communication and outreach, and connects families with resources that support student success and equitable access to school information and services. The position serves as a welcoming point of contact for families, visitors, and staff; supports school communications, calendars, and special projects; coordinates admissions, enrollment, tours, and confidential student records; and helps families navigate forms and school processes. It also supports family participation and community partnerships, translates school documents into Spanish, and provides Spanish interpretation across calls, meetings, events, and other school activities. Additional duties include coordinating student transportation, maintaining supplies and shared spaces, arranging meal orders and event logistics, and overseeing student medication administration in accordance with school policy. The role maintains emergency medical and contact information and upholds confidentiality, child safety, mandated reporting responsibilities, professional boundaries, applicable California Education Code procedures, and organizational policies.

Requirements

Bilingual Spanish skills are required.
Ability to communicate empathically and cooperatively with lay people and professionals.
Solid computer skills, including Microsoft Outlook, Word, and Excel; ability to learn new software applications.
Ability to work under pressure and balance multiple, often simultaneous, project demands.
Consistently positive customer service attitude when interacting with school staff, colleagues, and external entities.
Strong written communication skills for editing purposes.
Ability and willingness to work independently and collaborate in small work groups.
Sound judgment when handling complex interpersonal, business, and external issues and making operational decisions.
Excellent organization and time-management skills, initiative, timely follow-through, and attention to detail.
Ability to communicate clearly in oral and written form and articulate expectations to classroom teams and students.
Ability to sit for long periods and perform most 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.

Nice To Haves

Associate or bachelor’s degree in an educational or mental health-related field preferred.
Experience and knowledge working in school systems preferred.

Responsibilities

Serve as a welcoming point of contact for families, visitors, and staff; respond to calls and emails, coordinate visitor arrivals, and direct inquiries.
Maintain school administrators’ calendars, schedule appointments, and assist with special projects.
Coordinate daily school communications, including mail, classroom announcements, enrollment notifications, and updates about absences, events, visitors, and meetings.
Coordinate intake and referrals by providing information, 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 handbooks, assisting with required forms, verifying completion, and forwarding documentation to relevant stakeholders.
Create and maintain confidential student educational files, including IEPs, enrollment documents, and immunization records; coordinate responses to records requests with school staff and CHC’s Medical Records Team.
Plan and support programs that strengthen family participation and student achievement in collaboration with families, school staff, and service providers.
Build relationships between families and school personnel, serve as a resource to parents, and help staff strengthen family outreach and communication.
Partner with the Head of School on equitable services and collaborate with the clinical team to connect families with community resources.
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.
Explain written communications verbally and assist families with school-related forms and documentation to support literacy needs.
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 school event logistics, including hospitality, equipment rentals, materials, and setup, in collaboration with school staff.
Oversee student medication administration in accordance with the school’s Medication Administration Policy, including coordinating parent documentation and training designated staff.
Maintain current student emergency medical and contact information and ensure it is accessible to appropriate staff.
Uphold confidentiality, child safety, mandated reporting responsibilities, and professional boundaries while supporting students, families, and staff.
Maintain management information confidentially and comply with California Education Code procedures, EBC School policies and procedures, and the CHC Employee Handbook.
Perform other duties as assigned to support school operations and family engagement.