Immunization Specialist/Student Records Support
Position Purpose
The Immunization Specialist/Student Records Support staff member plays a vital role in ensuring student health compliance and supporting the operational and administrative functions of the student records department at Baker Charter Schools. The Immunization Specialist/Student Records Support staff member is highly organized, detail-oriented, tech-savvy, and capable of managing multiple tasks in an at times fast-paced environment.
Immunization Specialist: Is responsible for managing all immunization-related processes in accordance with state and federal regulations. Key duties include maintaining accurate immunization records, timely reporting to the appropriate agencies, effective communication with families regarding immunization requirements, and serving as a liaison with local health departments.
Student Records Support: Provides essential clerical and administrative support to both the registrar and admissions teams. Daily responsibilities include:
Accurately filing student records in both physical and digital formats to maintain data integrity and support compliance with FERPA and HIPAA.
Preparing and processing outgoing mail, including postage and delivery coordination.
Assisting with document management, data entry, and enrollment paperwork.
Supporting day-to-day operations to ensure smooth and efficient service to students, families, and internal teams.
This position plays a key role in upholding the integrity, accuracy, and security of student records while contributing to a positive and efficient administrative environment.
Essential Job Functions
Immunization Compliance & Health Records Management
Serve as the BCS representative for all immunization-related duties.
Use and maintain systems, such as SHOTCARE, ALERT IIS, and SchoolMint for tracking immunizations, etc.
Upload exemption certificates and immunization records from health files and family uploads.
Maintain immunization master sheets and tabs; update regularly with new and re-enrolling students.
Collaborate with team members for demographic updates and yearly rollovers.
Assess immunization status of incoming and current students; investigate missing or incomplete records.
Provides timely and accurate communication regarding immunization compliance and exclusion day requirements by:
Engaging families through email, phone calls, letters, and text messages
Informing/Updating staff during schoolwide meetings
Posting updates on official school communication platforms such as Facebook and ParentSquare
Coordinate with Baker County Health Department for yearly reporting and pre-/post-Exclusion Day updates.
Work with the Tech Department to enforce curriculum access policies related to immunization status.
Student Records & Clerical Support
Handle daily clerical responsibilities including organizing and filing student records (test scores, transcripts, report cards).
Assist with daily outgoing mail processes, including preparing postage using Neoship and Quadient shipping platforms and mailing equipment.
Support admissions and registrar teams with timely processing of paperwork and student documents.
Operate office technology and ensure proper data entry and document management.
Compliance & Confidentiality
Ensure compliance with all local, state, and federal regulations, including FERPA & HIPAA.
Maintain confidentiality in all student and family interactions.
Follow district abuse reporting protocols and support student safety measures.
Training & Collaboration
Participate in yearly immunization reviews and training sessions.
Present updates at staff meetings.
Stay current with all district-required software, including SIS and SchoolMint.
Collaborate with SHOTCARE system designer and team for updates and issue resolution.
Participate in ongoing professional development.
Additional Duties:
Performs other related tasks as assigned by the Administrator and other central office administrators as designated by the Superintendent.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Equipment
Use standard office equipment, such as personal computers and copiers.
Travel Requirements
Works from the main office in Baker City daily.
Travels to monthly staff meetings, twice annually to all staff meetings somewhere in Oregon, for a 3 day period one time for new staff training, and local student center for professional meetings as required.
Knowledge, Skills and Abilities
Experience or training in immunization record management (preferred).
Proficiency in SHOTCARE, ALERT IIS, and SchoolMint systems (or ability to learn quickly).
Strong organizational and communication skills.
Ability to manage multiple tasks in a fast-paced environment.
Knowledge of FERPA (Family Educational Rights and Privacy Act) protects student education records, and HIPAA (Health Insurance Portability and Accountability Act) protects health information.
Proficiency in Microsoft Office, Google Suite, and standard office equipment.
Ability to work independently and collaborate with team members and administrators.
Physical and Mental Demands, Work Hazards
The immunization specialist/student records support works the main office in Baker City. The work environment is often controlled and quiet, but will also frequently include moderate to loud noise. The work environment may include exposure to unpleasant interior temperatures, dirt, communicable diseases, and distraught or difficult individuals. The work requires regular focus on a computer screen and precise control of fingers and hand movements. Bending, stooping, kneeling and lifting up to 20 pounds and may also be required on occasion.
Note: Also see the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.
Qualifications Profile
1. Must possess a valid driver's license, running vehicle, and appropriate automobile insurance
2. Must possess job-related experience providing the applicant with the desired skills, knowledge and ability to perform the job.
3. Must possess excellent written and oral communication skills.
Education
Experience
Prior experience working with children in an educational setting is preferred
FLSA Status: Non-exempt
