Office Operations Coordinator Position Available In Orange, Florida

Office Operations Coordinator
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Details Posted:

13-Jun-25

Location:

Winter Park, Florida Type:

Full-time Categories:

Healthcare

Staff/Administrative Internal Number:

6295920

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: