School Health Center Administrative Assistant

Description

Position Type: Full-Time, 12-Month
Target Salary: $50,000 annually
Reports To: Health Center Lead and Director of Operations

CATS Academy Boston is seeking a highly organized, professional, and compassionate School Health Center Administrative Assistant to coordinate the daily administrative operations of our on-campus Health Center.

The position serves as the administrative center of the Health Office, supporting communication among students, families, healthcare providers, pharmacies, insurance companies, and school personnel. The successful candidate will demonstrate exceptional organizational skills, careful attention to confidentiality, sound judgment, and a warm, reassuring presence when assisting students and families.

PLEASE NOTE: This position provides administrative support to the CATS Academy Boston Health Center. It does not require Medical Assistant certification or another clinical credential. The employee will not independently assess students, provide medical advice, administer medication, perform medical procedures, assign clinical codes, or make treatment decisions. All clinical matters must be handled by an appropriately licensed healthcare professional.

Primary Responsibilities:

Health Center Administration

• Coordinate the daily administrative operations of the Health Center.
• Welcome students and notify the appropriate healthcare professional of their arrival.
• Manage Health Center calendars, appointments, referrals, and follow-up schedules.
• Answer telephone calls, monitor email, and respond to routine administrative inquiries.
• Maintain accurate and organized electronic and paper health records.
• Collect, review, and track required student health documentation, including physical examinations, immunization records, insurance information, medication forms, and consent documents.
• Identify missing or incomplete documentation and communicate with students, families, agents, and appropriate school personnel to obtain it.
• Prepare routine correspondence, forms, reports, and administrative summaries.
• Maintain an orderly, welcoming, and professional Health Center environment.

Student and Family Communication

• Serve as a primary administrative point of contact for students and families regarding Health Center procedures.
• Communicate appointment information, documentation requirements, referrals, and non-clinical follow-up instructions provided by licensed healthcare professionals.
• Help international families understand school health documentation and administrative requirements.
• Coordinate communication with educational agents or authorized representatives when appropriate.
• Document communications accurately and ensure that relevant information is shared with the appropriate school and healthcare personnel.
• Maintain a calm, compassionate, and professional approach when assisting students and families with sensitive concerns.

Appointments and External Care

• Schedule medical, dental, vision, behavioral health, and other external appointments as directed by the school’s licensed healthcare professionals.
• Coordinate appointment details and transportation needs with Student Services, Residential Life, and other departments.
• Obtain and organize referral documentation and appointment confirmations.
• Request records and follow-up documentation from external providers when authorized.
• Track outstanding referrals, appointments, documentation, and required follow-up.
• Support the administrative coordination of care for students returning from hospitalization or external treatment under the direction of licensed healthcare professionals and school leadership.

Insurance Verification, Coding, and Tracking

• Collect and maintain accurate student insurance and demographic information.
• Verify insurance eligibility and coverage information when needed.
• Communicate with insurance providers regarding administrative requirements, eligibility, referrals, and prior authorizations.
• Enter and track insurance or service codes provided or approved by the licensed healthcare provider.
• Maintain accurate trackers for student visits, external referrals, insurance verification, authorizations, and required follow-up.
• Identify missing or incomplete insurance information and coordinate with students, families, providers, or insurers to resolve it.
• Support accurate documentation within the Health Center’s electronic record system.
• Prepare administrative reports to help the Health Center monitor services, referrals, trends, and outstanding actions.
• Refer all questions involving diagnosis, treatment, medical necessity, coverage determinations, or clinical coding decisions to the appropriate licensed professional.

Office Operations and Compliance Support

• Order and maintain office supplies and approved Health Center inventory.
• Monitor inventory levels and expiration dates as directed by licensed healthcare personnel.
• Support administrative preparation for student arrivals, registration, orientation, athletic participation, school trips, and summer programs.
• Assist with audits, accreditation reviews, and internal compliance reporting by organizing requested records and documentation.
• Maintain accurate logs, trackers, and administrative reports.
• Follow all school procedures related to confidentiality, student privacy, safeguarding, and records management.
• Immediately refer clinical questions, medical concerns, and emergencies to a licensed healthcare professional.
• Perform other non-clinical administrative duties related to Health Center operations as assigned.

About CATS Academy Boston

CATS Academy Boston is an international college-preparatory boarding and day school serving a diverse community of students from the United States and around the world. We are committed to providing a safe, supportive, and academically ambitious environment in which every student can thrive.

CATS Academy Boston is an equal-opportunity employer and welcomes applications from candidates whose experiences and perspectives will contribute to our diverse school community.

Requirements

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• At least two years of administrative, office-management, scheduling, records-management, or customer-service experience preferred.
• Experience in a school, healthcare office, medical practice, insurance environment, or student-services setting is strongly preferred.
• Experience with insurance verification, medical coding support, electronic health records, or healthcare tracking systems is strongly preferred.
• Familiarity with medical terminology and common health insurance processes is a plus.
• Strong organizational skills and exceptional attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities and follow through consistently in a busy environment.
• Demonstrated discretion and commitment to protecting confidential student and health information.
• Strong computer skills, including experience with email, calendars, spreadsheets, databases, and document-management systems.
• Ability to communicate effectively with students, families, colleagues, and external providers from diverse cultural and linguistic backgrounds.
• Calm, compassionate, and professional demeanor.
• Sound judgment and a clear understanding of the boundaries between administrative and clinical responsibilities.