Office Coordinator

Office Coordinator

Job no: 493303

Work type: Staff (Temporary)

Location: Winter Park, FL

Categories: Student and Family Care

Division: Student Affairs

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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.

Job Summary:

The Office Coordinator reports to the Associate Dean of Students, Office of Student and Family Care, and performs a range of complex, confidential, and time-sensitive administrative support within the offices of Student and Family Care, Title IX, and Community Standards and Responsibility (the Care Suite) and other care-related college functions.

• Provides telephone and walk-in reception, handling potentially upset or difficult individuals who wish to schedule appointments, along with community members (faculty, staff, students, peer educators, parents, etc.) who wish to meet with a staff member within the offices identified above.

• Schedules appointments and maintains calendars for the Care Suite staff to ensure the effective and efficient delivery of services.

• Communicates with internal and external constituents and responds to inquiries from parents, faculty, students, and staff, including those of a highly sensitive, timely, and confidential nature, whereby employee must balance confidentiality laws (e.g., Department of Health, FERPA, HIPAA) with service excellence, campus safety, and personal/community well-being.

• Performs case management triage functions and determines, in consultation with the Associate Dean of Students or other full-time staff, what issues need immediate attention and how to prioritize, cancel, or reschedule appointments when more pressing needs emerge.

• Manages sensitive and confidential student records which requires scanning, shredding, and case management functions including database management in Maxient system.

• Coordinates and manages the routing and completion process, in collaboration with the offices of the Registrar and Community Standards and Responsibility, of college official reports, dean’s certification forms, transfer reports and bar of examiners forms.

• Assists with edits and maintenance of the Student Care website pages in accordance with the requirements and recommendations from the Office of Marketing & Communications.

• Reconciles multiple office accounts and budgets, which include a series of general operating budgets along with restricted funds and P-Card reconciliations.

• Purchases office supplies, equipment, assessments, texts/books and ensures that reception area, break room, hallways, and offices are prepared and stocked with items necessary to create a comfortable, professional, and pleasing environment.

• Maintains office computer software, applications, equipment, and updates and/or schedules Information Technology to service such issues in order to keep phone and computers functional.

• Coordinates travel to professional conferences and trainings including reservations for flight, lodging, and transportation in addition to preparation of itineraries, agendas, and travel reimbursement.

• Coordinates and assists with Student Care programs and events.

Minimum Qualifications:

• High school education plus one year of additional education, which may be obtained in college or in technical or business school.

• Two years of job-related experience.

• Knowledge and skill of working in clinical counseling, psychological, or medical environments.

• Knowledge of office accounting and budgeting with math computational skills sufficient to perform basic accounting functions and verify monthly reports.

• Oral and writing skills sufficient to maintain and update files, logs, reports, correspondence, and records with a high degree of accuracy.

• Knowledge and practice of multi-tasking, organizational, and time management skills.

• Ability to maintain confidentiality of student records and information in accordance with state and federal guidelines.

• Ability to interact effectively and tactfully with students, faculty, staff, and the public to establish and maintain good working relationships.

• Ability to work independently at times and to collaborate with others in a team-driven environment.

• Ability to understand and interpret complex oral and written instructions.

• Ability to operate office equipment such as multi-line telephone systems, copier, scanner, fax machine, etc.

• Proficiency with personal computers, desktop applications, and medical records software for word processing, spreadsheets, clinical files, and database management.

• Ability to analyze information and to make sound judgments and decisions.

Preferred Qualifications:

• Bachelor’s degree.

Additional Position Information:

Anticipated Start Date: August 2022

Schedule: This is a 10 month position working less than 1,000 hours/year. The candidate selected for this role will work Monday-Friday from 9:00am-4:00pm* and approximately 30 hours per week.

(*Overtime may be required as needed and may include evenings and weekends.)

Compensation: Approximately $17.00 per hour. There are no benefits associated with this position.

Work Environment: Office environment that is highly interactive, confidential, fast-paced, and sometimes ambiguous. Overtime may be required as needed and may include evenings and weekends.

Instructions to Applicants:

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

• Resume

• Cover Letter

Screening of applications will begin immediately and continue until the position is filled.

About the Office of Student and Family Care:

The Office of Student and Family Care serves as a safe setting to listen to student and parent concerns related to navigating college life. Our office is a resource for families, faculty, and staff in supporting students in a holistic way using the Nine Dimensions of Wellness: physical, emotional, social, occupational, creative, intellectual, spiritual, environmental, and financial.

About Rollins College:

Rollins is committed to fostering a diverse and inclusive campus community, and the College celebrates the open exchange of ideas within a climate of civility and mutual respect. We view differences—from race and ethnicity to sexual orientation and political perspectives—as rich opportunities for understanding, learning, and growth.

Through its mission, Rollins College is firmly committed to creating a just community that embraces multiculturalism; persons from historically under-represented minority groups are therefore encouraged to apply. 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 federal, state, or local law, in its educational programs and activities.

FSLA Status: Non-Exempt

Service Months: 10

Advertised: 02 May 2022 Eastern Daylight Time