High School Health Aide/Division 6-12 Administrative Assistant, Maryknoll School

Nov 08 2023
Job Description


RESPONSIBLE TO: Grade 6-12 Division Head

GENERAL STATEMENT OF DUTIES: The high school health aide/division 6-12 administrative assistant collaborates in the effective operation of a Catholic education program by supporting the goals and spirit of Catholic education in general and the school programs in particular; ensuring an effective instructional program; continuing in professional growth; encouraging student educational growth.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES: (The essential functions/major responsibilities listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. Duties and responsibilities are also subject to change by the employer as the needs of the employer and requirements of the job change.)

A health aide/administrative assistant is expected to have competencies in the following major areas:


A. Supports and implements the mission/philosophy of Catholic education and the school.

B. Gives evidence of lived Gospel values

C. Participates in building faith community.


A. Works cooperatively with administration and classroom teachers.

B. Works positively with colleagues, support staff, and parish staff.

C. Demonstrates positive interpersonal relations with students.

D. Maintains positive interpersonal relations with parents.


A. Follows all school procedures and policies.

B. Demonstrates professional responsibility.

C. Is responsible for first aid and health room related duties on the high school campus.

D. Student attendance management & reporting, grade 6-12 Division

E. Student parking management & reporting

F. Faculty/Staff parking management & reporting

G. Student Off-Campus Flex Pass management & reporting

H. Is primary contact for unplanned teacher absences.

I. Main duties include, but are not limited to:

i. Administer first aid to students, faculty and staff in cases of illness/injury in accordance with standard procedures.

ii. Communication with parents, faculty/staff, school nurse and/or school administration on all significant illness and/or injuries.

iii. Provide CPR or other emergency care when necessary and appropriate.

iv. Documents and collects pertinent data on all health room injuries/illnesses.

v. Stores and administers all medications, both over the counter and physician prescriptions (when appropriate) and documents accordingly.

vi. Track illnesses (such as COVID-19, Influenza, etc.) and report to necessary parties as appropriate.

vii. Report any suspected outbreak illness to State of Hawaii Department of Health and collect samples as needed.

viii. HS medical records review, management and reporting as required.

1. Student physical exam compliance review

2. Immunization compliance review

3. TB clearance review

4. State of Hawaii Immunization Assessment report

5. Allergies and other medical conditions

ix. Works with parents in keeping all immunization records updated and issues notifications on non-compliance.

x. Management of electronic medical records system (Magnus Health)

1. School year set-up

2. Review and manage Requirement Library, Push Notification set-up, etc.)

xi. HS Health Room supply inventory

xii. Vaccination clinic coordination

xiii. Medical Forms management

1. Editing/updating, publication (in myMaryknoll), distribution of medical forms and Health & Wellness protocols.

xiv. Discusses documented student health problems with School Nurse and maintains confidentiality of all student health information.

xv. Attend to phone calls, welcome, and assist school visitors.

xvi. Receive, retrieve, and record student attendance changes (absences, tardies, early release by class period) throughout the day.

1. Communicate with faculty and staff absences as needed.

xvii. Issue temporary student IDs to students that forget or lose their school IDs.

xviii. Print out schedules, lesson plans and other relevant documents for unplanned teacher absences.

1. Look for internal coverage if KES substitute is not found, Grades 6-12.

xix. Helping with school events (parent orientations, PT conferences, open house, etc.)

xx. Assist with compiling, photocopying of documents.

xxi. Contact parents in various cases (attendance, conduct, etc.)

xxii. Assist with compiling data as needed by Division Head

xxiii. Assist with input/data entry in myMaryknoll

xxiv. Assist with the care and use of school issued equipment, and school facilities.

xxv. Assist other departments as needed.


A. Interacts with colleagues to further professional growth.

B. Takes advantage of opportunities for professional improvement


A. CPR/AED/First Aid Certified

B. Nursing Assistant Certification

C. High School graduate (or equivalent)


While performing the duties of this job, the employee is required to stand, walk, talk, reach, sit, hear, handle, and perform repetitive motions of the hands/wrists. Health Aide/Administrative Assistants must be able to stand and/or sit for extended periods. May need to climb stairs and lift, carry, push and/or pull

items up to 50 pounds. Must be able to respond effectively to and lead the school in emergency situations.


Work is usually performed in an office setting within the time frame established by the division head. Employee is occasionally required to attend evening meetings and other special events.


Exercises working supervision, upon direction of the Division Head