Summer Programs Medical Records Administrative Assistant

Department: Hotchkiss School Health Center

FLSA:               Non-Exempt/Hourly

Job Status:     Per diem, temporary staff

Reports to:    Summer Programs Supervising Nurse

Schedule:       February 01, 2027 – July 13, 2027

                         Approximately 15 hours a week; work can be remote or on-campus.

                         (Note: Must attend registration days on June 30^th and July 13^th).

Designation: Staff, non-benefit eligible

Travel:            Rare

Compensation: Hourly pay, $41/hour.

Summer Portals at Hotchkiss School includes a wide variety of academic and recreational offerings to rising 6th through 9th grade students, many of whom are experiencing a residential learning experience for the first time. Students come to Summer Portals from diverse nationalities and cultures, seeking academic enrichment and exploration.

Position Summary:

The Summer Programs Medical Records Administrative Assistant coordinates the collection of all health forms and vaccination records for incoming Summer Portals students. The Summer Programs Medical Records Administrative Assistant will liaise with the Summer Portals Supervising Nurse in the distribution of medical forms, collect the forms, and communicate with parents about missing materials. The Medical Records Administrative Assistant will stay in close communication with the Supervising Registered Nurse regarding missing health forms and vaccinations.

Duties and Responsibilities:

• Coordinate the collection of all student health information forms.
• Be the direct point of contact with parents through email and phone calls to collect missing health forms. Following nurse review, will notify parents of missing vaccines in a timely fashion.
• Prepare folders for each Summer Portals Student to include the printed health forms and vaccination records.
• Coordinate with the Summer Portals Administrative Assistant and the Business Office about the student health insurance needs.
• Participate in Portals Registration on June 29, 2025, and July 13, 2025, to engage with new students and parents about missing or incomplete health records and vaccination documentation. This is particularly important, as some students may receive vaccines upon arrival (but prior to coming to campus) in the United States since some vaccines are not available in their home countries.

Skills and Experience Required:

• High attention to detail.
• Possess a high level of personal and professional integrity.
• Possess the ability to effectively communicate with strong interpersonal skills.
• Possess the ability to maintain proper record-keeping.
• Must be able to maintain confidentiality and possess strong organizational skills.

Physical Conditions to Perform Essential Functions:

• Bending, stooping, reaching, lifting, standing, carrying.
• Regular contact with school administrators, teachers, counselors, and other medical professionals.
• Duties are generally performed in the School Health Center and remotely.

Additional Information:

Offerings for Non-benefit Eligible (Per Diem, Temporary, Seasonal): CT Paid Sick Leave accrued based on hours worked, ability to contribute to the 403(b) Plan through Universal Availability.

Community Life: Work alongside engaged colleagues, share complimentary meals together in the dining hall during your shift, and take advantage of our athletic facilities, golf course, lakefront, trails, Fairfield Farm and vibrant calendar of arts and athletic events.
*The summary above provides an overview of the benefits and perks available at Hotchkiss. Specific health, retirement, and professional development programs are subject to eligibility criteria, waiting periods, application and approval processes and program limits. Full terms are defined in official plan documents and posted policies.

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal-opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.

Salary : $41