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Office Operations Coordinator

Rollins College

Details

Posted:

June 13, 2025

Location:

Winter Park, Florida

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Category:

Healthcare

Office Operations Coordinator

Job Summary:

The Wellness Center at Rollins College is seeking a full-time, service-oriented Office Operations Coordinator to join our team. The Office Operations Coordinator is a hybrid role that combines high-level executive support with operational leadership across the integrated Wellness Center, which includes Health Services, Counseling & Psychological Services (CAPS), and Health Promotions. This position ensures seamless day-to-day operations, supervises front desk staff and workflows, coordinates systems and scheduling, and provides direct administrative and budget support to the Executive Director.

The ideal candidate is a systems thinker who thrives in a fast-paced, service-oriented environment and is capable of moving fluidly between strategic oversight and detailed implementation. This role requires strong communication, exceptional organizational skills, calm and confident crisis navigation, and a deep understanding of how to support three departments functioning as one cohesive center.

Primary responsibilities include:

Administrative Support
- Serve as a trusted partner to the Executive Director: manage calendars, coordinate meetings, track deadlines, and support internal initiatives.
- Organize logistics, prepare agendas, take notes, and follow up on action items for team and departmental meetings.
- Coordinate travel, retreats, internal events, and team-building efforts.
- Assist with onboarding/offboarding in collaboration with department supervisors.
- Monitor key departmental deadlines (e.g., contract renewals, compliance trainings, operational milestones).
Operations & Office Oversight
- Oversee daily office operations: supplies, repairs, mail, voicemail, IT, and facilities coordination.
- Support Directors of CAPS, Health Services, and Health Promotions with cross-departmental operations.
- Maintain inventory of office tech and coordinate replacements with campus IT.
- Manage space utilization and room assignments, especially in high-demand areas like CAPS.
- Reconcile P-Card transactions and manage vendor accounts, contracts, and invoices.
- Monitor shared email accounts and ensure timely, proactive communication.
- Serve as liaison for operational updates and staff-wide announcements.
System & Scheduling Coordination
- Act as EMR superuser for Health Services and CAPS: oversee scheduling workflows, check-ins, and appointment coordination.
- Train and support front desk staff on EMR tools; troubleshoot as needed.
- Coordinate staff schedules, leadership calendars, and center-wide events.
- Manage EMR scheduling tasks, including appointment requests, CAPS waitlist, and RIS/crisis workflows.
- Ensure timely responses to student communications in collaboration with directors.
Front Desk Supervision
- Supervise front desk staff: hiring, onboarding, training, scheduling, coaching, and performance management.
- Provide coverage during absences and support staff in triage and crisis situations.
- Maintain high-quality customer service and ensure adherence to Wellness Center protocols.
- Keep front desk policies and procedures clear, current, and consistent.

Minimum
Qualifications & Education:

Bachelor's degree from an accredited university or college, or equivalent combination of education and experience.
Minimum 3 years of experience in administrative operations, executive support, or office coordination.

Preferred
Qualifications:

Experience working in an integrated wellness, counseling, educational, or health services environment.
Familiarity with electronic medical record (EMR) systems and appointment workflows.
Experience in higher education or student support services.
Budget reconciliation experience or finance coordination with grants or department budgets.

Knowledge, Skills, & Abilities

Demonstrated supervisory experience with front-line staff or administrative teams.
Strong customer service, interpersonal, and communication skills.
Proven ability to manage complex logistics, prioritize tasks, and work independently in a dynamic environment.
Proficiency with administrative systems, scheduling software, and basic budgeting processes.

Work Schedule:

The Office Operations Coordinator is a full-time, 12-month appointment, scheduled to work 37.5 hours per week, for a total of 1,950 hours annually.
Work hours are Monday - Friday between the core hours of 8:30am - 5:00pm. Schedule will be discussed during the interview process.
Overtime, evening and/or weekend work may be required to support programs and department needs.

Work Environment:

Campus-based, customer service role in an office environment, offering some opportunity for a hybrid work schedule.
Regular use of a computer and databases.

Instructions to Applicants:

To apply, please submit an application and upload the following materials:

Resume
Cover Letter

Screening of applications will begin immediately.

Benefits & Perks:

15 Days - Paid Time Off (vacation, sick and personal time)
10 Days - Paid Holidays
5 Days - Paid College Closure Days
Eligible for Medical, Prescription, Dental & Vision Insurances (within 30 days of hire)
100% Employer-Funded Health Reimbursement Account ($125+/month)
100% Employer-Paid Short & Long Term Disability Insurance
Domestic Partner Benefits
11.5% Employer Retirement Contributions
Discounted On-Campus Dining Meal Plans
Free On-Campus Parking
Free Access to Campus Amenities (gyms, pools, library, sporting events and more)
Free Full Tuition for Employees and their Families
Pet Insurance
100% Employer-Funded Employee Assistance Program
Flexible Spending Accounts
Award-Winning Wellbeing Programs
Plus More!

Additional Perks:

Rollins College is conveniently located on multiple Lynx Bus Routes (Winter Park/Rosemont-9 & Winter Park/Springs Village-23) and within walking distance from the Winter Park SunRail Station
Local & National Discount Programs, including Winter Park Locations (i.e. shops, restaurants, gift cards and more)
Free E-Training Courses & Professional Development Opportunities
IT Software & Laptop Discounts (Apple, Lenovo, and more)
College Bookstore Discounts
Annual Service Awards & Recognition Programs
Discover what it's like to live in Orlando: Live, Work, Play and Learn
Plus More!

Rollins offers a competitive hourly rate, along with our generous benefits package! Click here to review our full benefits package.

Our Service
Excellence Philosophy:

At Rollins, we strive to be responsive, respectful, collaborative, competent, and inclusive in all that we do. Whether serving prospective or current students, alumni, local residents, or our fellow faculty and staff colleagues, these standards define the Rollins service experience.

Click here to learn more about our commitment to Service Excellence at Rollins College!

Equal Employment Opportunity:

Rollins College is an equal opportunity institution. Rollins does not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by College policy or federal, state, or local law for employment and in our educational programs and activities. To learn more about our commitments, visit click here. Any applicant who requires reasonable accommodations for any part of the application or hiring process may contact us by phone or in writing to mailto:humanresources@rollins.edu' href='https://apptrkr.com/get_redirect.php?id=6295920&targetURL=mailto:humanresources@rollins.edu' target='_blank' rel='noopener noreferrer'>humanresources@rollins.edu | 407.646.2102.

FLSA Status:

Non-Exempt

Service Months:

12

To apply, visit https://jobs.rollins.edu/cw/en-us/job/493813/office-operations-coordinator

Rollins is the best college in Florida, but don't just take our word for it. See what the experts are saying. Explore all of the ways Rollins is top ranked-from our academic excellence and expert faculty to our unparalleled campus and one-of-a-kind study abroad opportunities.

For the 15th consecutive year, Rollins College has been named a 'Great College to Work For'! Be a part of the Rollins experience and find a place where you belong. Ready to join us?

Internal Number: 6295920

About Rollins College

Rollins College educates students for global citizenship and responsible leadership, empowering graduates to pursue meaningful lives and productive careers. We are committed to the liberal arts ethos and guided by its values and ideals. Our guiding principles are excellence, innovation, and community. Rollins is a comprehensive liberal arts college. Rollins is nationally recognized for its distinctive undergraduate and selected graduate programs. We provide opportunities to explore diverse intellectual, spiritual, and aesthetic traditions. We are dedicated to scholarship, academic achievement, creative accomplishment, cultural enrichment, social responsibility, and environmental stewardship. We value excellence in teaching and rigorous, transformative education in a healthy, responsive, and inclusive environment.

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Office Operations Coordinator

Rollins College

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