Careers

Office Operations Coordinator

Apply now Job no: 493015
Work type: Staff (Full-Time)
Location: Winter Park, FL
Categories: Human Resources
Division: Business and Finance

FLSA Status:

Non-Exempt

Service Months:

12

Position Summary:

Coordinates front office administrative operations for the Office of Human Resources and Risk Management. This position works closely with all members of the HR team providing administrative support and assistance where needed.

Primary responsibilities include:

  • Assist employees, applicants, newly hired employees and visitors with routine employment, benefits, payroll/HR records, employee onboarding/offboarding, risk management and other HR-related questions via telephone, email, instant message and in-person. Serves as the primary person in the office to answer and triage the main office phone and respond to multiple HR email accounts.
  • Serves as the primary person for new employee onboarding activities and acts as a bridge between talent management, benefits & wellness and payroll/HR records functions within the HR office. Serves as the primary person for maintaining the PageUp onboarding portal and communicates with all constituents during onboarding process. Prepares new employee orientation materials and HR conference room for monthly orientations.
  • Collaborates with newly hired employees, hiring departments and community volunteers to collect and process onboarding paperwork. Processes new hire credential verifications, criminal background checks, education verifications and motor vehicle record (MVR) checks through outside vendors. Follows up with newly hired employees to ensure timely completion. Performs monthly MVR audits on existing drivers at the College.
  • Inputs, updates and scans a high volume of employee information on a daily basis. Uses various technology tools including Banner (Ellucian), PageUp (applicant tracking system), Timeclock Plus, Truescreen, OnBase, Reviewsnap, ChromeRiver, Cascade, BSwift, etc…
  • Serves as the primary person to respond to a high volume of requests for verifications of employment from outside organizations for current and former employees.
  • Serves as the primary person to update and maintain departmental website and social media channels.
  • Assists HR team with the logistics of planning and coordinating HR-sponsored events and meetings on campus (i.e. annual awards celebration, holiday mixer, training programs, benefits expo, etc…). Schedules meeting rooms, orders catering and materials on behalf of the HR team.
  • Communicates and promotes HR-sponsored events and information via email, College calendar and HR social media channels.
  • Responsible for the cleanliness of HR office space including visitor lobby, front desk, conference room, storage areas and break room. Maintains office supply inventory and orders materials for HR team using purchasing card as needed.
  • Collaborates with various departments across campus to open/close service tickets on behalf of HR team and resolve service obstacles (i.e. Information Technology, Facilities Services, Campus Security, Purchasing, Finance, Marketing, Post Office, Dining Services, etc…).
  • Processes a high volume of vendor invoices and tuition grant applications. Assists HR team with monitoring costs associated with various budgets and departmental purchases. Reconciles monthly purchasing card expenses.
  • Sorts and distributes incoming US mail and packages delivered to office.
  • Performs other duties as needed.

Competencies:

To perform the Office Operations Coordinator job successfully, an individual must be able to demonstrate and exhibit the following:

Adaptability

  • Flexible with ability to embrace the transformative power of work style differences.
  • Projects a positive demeanor regardless of changes in working conditions.
  • Shows the ability to manage multiple conflicting priorities without loss of composure.

Organization

  • Determines the appropriate allocation of time to complete tasks and projects.
  • Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
  • Highly skilled in prioritizing work and driving quality results and deliverables.
  • Works with a high degree of organization, attention to detail, confidentiality and strong follow-through skills.
  • Knowledge of office budgeting/accounting methods and practices to process invoices and reconcile multiple budgets.

Proactive Anticipation of Needs

  • Demonstrates the ability to foresee problems and prevent them by taking action.
  • Utilizes analytical skills and a broad understanding of the College to effectively interpret needs.
  • Takes initiative to implement changes and new ideas to advance the College mission.

Verbal & Written Communication

  • Active listener.
  • Strong interpersonal skills, including the ability to work professionally with campus colleagues, leadership, external constituents, and the HR team at all levels.
  • Produces well thought-out, professional correspondence free from grammatical and spelling errors.
  • Uses high quality, professional oral and written skills to project a positive image of the College.

Service Excellence

  • Modeling and delivering Rollins’ service philosophy through competent, collaborative, responsive and respectful service to others.
  • Ability to use tact and good judgment in resolving work problems and dealing with the public, students, staff, and faculty. Interacts professionally with internal and external constituents at all times.
  • Maintains a positive, professional demeanor under times of stress.
  • Regularly applies critical thinking to understanding and resolving issues.
  • Works as a competent member of the team, willingly providing back up support for colleagues when appropriate. Serves as a “go to” person for the team.

Technology

  • Displays strong proficiency using standard office equipment, computer software (i.e. MS Office, SharePoint, Photoshop, Canvas, etc…) and social media.
  • Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.
  • Experience using HR-related systems (i.e. HRIS, applicant tracking system, timekeeping system, performance management system, etc…).

Judgment

  • Ability to perform and coordinate complex office administrative work requiring the use of independent judgment and initiative.
  • Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction.
  • Swiftly refers problems/issues to the appropriate person(s) when necessary.
  • Works effectively without constant and direct supervision or guidance.
  • Ability to work independently and handle confidential material. 

Education & Required Experience:

  • Associate’s degree plus 3-5 years of progressively responsible experience in a complex office environment.
  • Bachelor’s degree is preferred.
  • Demonstrated record of success and passion for coordinating front office administrative operations in a busy, service-oriented culture.
  • Previous higher education and/or human resources experience is helpful. 

Scheduled Hours & Work Environment:

  • This is a full-time position required to work Monday – Friday, 8:30am – 5:00pm (7.5 hours per day, 37.5 hours per week)
  • There is limited flexibility with work schedule as this position serves as the first point of contact at a front desk located in a busy office lobby area.
  • The HR office is located across the street from the main campus.

Instructions to Applicants:

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

  1. Cover letter
  2. Resume

Rollins offers a competitive hourly rate plus a generous benefits package featuring comprehensive health insurance coverage, generous paid time off, retirement savings plan with generous employer contribution, full tuition waiver after one year for employees, spouses, domestic partners and dependents.

Our Values:

 

Rollins seeks to foster and to model a campus environment that is welcoming, safe, and inclusive to all of our administrators, faculty, staff, and students. We view differences (e.g. nationality, race, gender, age, sexual orientation, socioeconomic class, physical ability, learning styles, perspectives, etc.) not as obstacles to be overcome but 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. 

 

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