Ebersole - Health Officer & Operations Lead

Administrative Assistant and Health Officer Duties

Part I — Administrative Assistant Duties 

The Administrative Assistant responsibilities support the day-to-day operational efficiency of the Center, ensuring that scheduling, communication, records, and logistics run smoothly across all program areas. 

General Administration 

•  Serve as the primary point of contact for incoming inquiries from schools, groups, families, and community partners via phone, email, and in person 

•  Manage the Center's master scheduling calendar for all day camp, overnight camp, school group, retreat, and rental bookings 

•  Process group registrations, confirmations, transportation reservations, and health forms 

•  Maintain organized, up-to-date filing systems for program records, participant files, staff documentation, compliance and licensing materials 

•  Prepare and distribute pre-arrival materials, welcome packets, and program itineraries to visiting groups 

•  Support the Director with reporting, grant documentation, board communications, and organizational correspondence 

•  Order and manage inventory of office supplies, program materials, health supplies, and facility consumables 

•  Assist with marketing and communications, including social media, newsletters, and website updates as directed 

•  Coordinate logistics for staff onboarding, training events, and all-staff meetings 

Compliance & Records Management 

•  Maintain all required licensing documentation including staff files, health records, training certifications, and inspection reports 

•  Track and ensure timely renewal of all required certifications, licenses, and permits 

•  Coordinate submission of corrective action plans, licensing reports, and regulatory correspondence 

•  Maintain accurate camper and participant records in compliance with all applicable state regulations 

•  Support annual licensing inspections by preparing documentation and ensuring file completeness 

Part II — Health Officer Duties 

The Health Officer responsibilities ensure the physical health, safety, and wellness of all campers, students, and guests during day and overnight programming. This role is a required position under Michigan camp licensing rules and must be staffed by a certified, qualified individual. 

Health Screening & Monitoring 

•  Conduct health screenings for all incoming overnight campers within the first 24 hours of arrival, including medication check-in, health history review, and physical observation 

•  Monitor the daily health and physical status of all campers and staff throughout each program session 

•  Identify and appropriately respond to illness, injury, behavioral health needs, and special medical considerations 

•  Maintain a designated, properly stocked, and organized health center on site at all times 

•  Ensure secure, locked storage of all prescription and non-prescription medications 

Health Records & Documentation 

•  Collect, review, and maintain health history statements, emergency consent forms, and medication authorization forms for all campers 

•  Maintain a permanent medical record for each health incident, including date, camper name, ailment, treatment, and name of person providing care 

•  Ensure camper health records are retained for a minimum of three years 

•  Submit required incident reports to MiLEAP within 48 hours in the event of a camper death, serious injury, or overnight hospitalization 

•  Ensure health records accompany campers during all off-site overnight activities 

Policy & Partnerships 

•  Implement and follow the Center's written health service policy as established in consultation with a licensed physician 

•  Coordinate annual physician review of the health service policy and maintain documentation of that review 

•  Arrange and maintain on-call health care consultation and emergency transportation agreements 

•  Follow universal precautions and disease transmission prevention protocols at all times 

•  Train and orient staff on health protocols, emergency procedures, and camper-specific health considerations prior to each program session 

Emergency Response 

•  Serve as the primary first responder for health emergencies during all programming 

•  Maintain current CPR and First Aid certification (required); maintain or obtain EMT or equivalent certification as directed 

•  Coordinate with local emergency services, hospitals, and authorized persons in the event of a health emergency 

•  Implement and regularly review the written aquatic emergency plan in coordination with the aquatic supervisor 

Part III — Site Coordinator Duties 

The Site Coordinator responsibilities reflect the residential nature of this position. The Site Coordinator lives on the property of the Environmental Education Center and serves as the year-round on-site presence ensuring facility security, operational continuity, and responsive stewardship of the land and buildings. 

Residential Presence & Site Security 

•  Reside on-site in the designated staff housing unit as a condition of employment and in accordance with the terms of the Site Coordinator Lease Agreement 

•  Serve as the after-hours point of contact for facility emergencies, security concerns, and unexpected needs 

•  Conduct regular evening and weekend walkthroughs of the property, buildings, and grounds 

•  Monitor and respond to weather events, facility alerts, and safety concerns outside of regular business hours 

•  Coordinate with local law enforcement, fire department, and emergency responders as needed 

Facilities & Grounds Support 

•  Conduct daily opening and closing procedures for buildings and facilities during programming days 

•  Perform basic facility maintenance, minor repairs, and safety checks; report needs requiring professional service to the Director 

•  Ensure all facilities are clean, prepared, and properly set up prior to arrival of each visiting group 

•  Coordinate with grounds staff, maintenance contractors, and volunteers for seasonal facility care 

•  Monitor and maintain teaching animals and on-site plants in coordination with program staff 

•  Serve as the primary contact for rental groups and retreat guests during their stay 

Volunteer & Group Coordination 

•  Welcome and orient visiting groups upon arrival, providing facility tours, safety briefings, and logistical orientation 

•  Coordinate volunteer scheduling, onboarding, and check-in for site workdays and programming support 

•  Assist with equipment setup, breakdown, and inventory management across program areas 

Qualifications

Required 

•  Current CPR and First Aid certification (Wilderness First Aid or WFR preferred)  

•  EMT, LPN, RN, physician's assistant, or equivalent healthcare licensure or certification 

•  Minimum 2 years of experience working with youth in a camp, school, or similar setting 

•  Experience in administrative support, office management, or program coordination 

•  Strong written and verbal communication skills 

•  Ability to work independently, manage multiple priorities, and exercise sound judgment 

•  Ability and willingness to reside on the property of the Center year-round 

•  Valid driver's license and reliable transportation 

Preferred 

•  Experience as a health officer in a licensed camp or residential youth program setting 

•  Familiarity with Michigan camp licensing rules (R400.11101–R400.11413) 

•  Experience in environmental education, outdoor recreation, or nature-based programming 

•  Bilingual or multilingual communication skills 

Work Environment and Physical Requirements

•  Ability to stand, walk, sit, talk, and hear for extended periods in both indoor and outdoor settings 

•  Ability to lift and carry up to 50 pounds 

•  Ability to work in variable outdoor conditions including heat, cold, rain, and uneven terrain 

•  Close, distance, and peripheral vision with ability to adjust focus 

•  Ability to respond quickly and calmly in emergency situations 

Housing and Compensation

On-site housing is provided as part of this position's total compensation package. 
 
The fair market rental value of the housing unit is largely subsidized by the position's salary structure, and the employee will be responsible for a nominal monthly contribution as outlined in the Site Coordinator Lease Agreement.
 
Continued occupancy of on-site housing is contingent upon active employment in this role.
 
The lease may be terminated with 30 days' written notice by either party, or immediately upon separation from employment. 
 
 
This job description is intended to outline the general scope of responsibilities and qualifications for this position. It is not an exhaustive list of duties. Ebersole reserves the right to modify job responsibilities as organizational needs evolve.