"Clinical Operations Coordinator"

Job Summary:

The Wellness Center at Rollins College is seeking a full-time, service-oriented Clinical Operations Coordinator to join our team. The Clinical Operations Coordinator is responsible for overseeing and performing the day-to-day administrative and operational support functions of the Rollins College Wellness Center - a high-volume, integrated student care environment consisting of Counseling & Psychological Services (CAPS) and Student Health Services.

This is a hands-on, service-oriented role that flexes between clinic coordination and direct front-line support. The Coordinator supervises front desk operations, regularly stepping in to perform reception, scheduling, and triage duties during peak times or coverage gaps. They manage clinic flow, respond to urgent student and faculty concerns, and coordinate provider schedules, documentation workflows, and compliance systems. The role requires someone who is comfortable and experienced in the fast-paced and day-to-day operations of a clinical setting — including reception, scheduling, and working directly with students - and who can help maintain efficient and compassionate care delivery in a dynamic environment. The role also carries responsibility for maintaining accurate operational records and supporting key administrative processes such as purchasing, scheduling, and vendor coordination.

Primary responsibilities include:

• Clinical Operations & Workflow Management
  • Coordinate daily administrative and operational support activities across CAPS and Health Services, including room assignments, provider schedules, coverage planning, and service coordination.
  • Maintain real-time awareness of clinic activity and anticipate operational needs to ensure continuity of care.
  • Serve as the central liaison between clinical providers, administrative support staff, and Wellness Center leadership on all operational matters.
  • Implement and update systems for clinic flow, intake procedures, and follow-up communications in alignment with best practices.
• Service Support & Crisis Response
  • Serve as an operational point of contact during clinic opening hours to ensure timely response to student inquiries, appointment scheduling needs, and urgent service requests.
  • Provide front desk coverage and support during periods of high volume, staff absences, or crisis response — including greeting students, answering phones, and coordinating check-in or intake processes.
  • Assist with triage and service prioritization in collaboration with clinical staff, particularly during peak demand or emergent mental health situations.
  • Support the safe and timely pull-back of students in distress or crisis, including navigating difficult or emotionally charged interactions with students, faculty, or staff.
  • De-escalate challenging situations and maintain a steady, solutions-oriented presence in the Wellness Center.
  • Build trust with students through a compassionate, professional presence while maintaining appropriate clinical boundaries and protocols.
• Documentation & Compliance
  • Monitor clinical documentation processes to ensure accuracy, confidentiality, and compliance with HIPAA, FERPA, and internal standards.
  • Support the use and troubleshooting of Electronic Medical Records (EMRs), including user coordination, records management, and reporting support.
  • Assist with tracking service trends, visit volume, and performance metrics for internal reporting and strategic planning.
• Vendor & Logistics Coordination
  • Coordinate with external service providers, labs, supply vendors, and referral partners as needed to support clinic functionality.
  • Manage select purchasing processes and inventory tracking to ensure adequate clinical supplies and support resources are available.
• Process Improvement
  • Identify opportunities for workflow improvements and increased efficiency in clinic operations.
  • Collaborate with leadership to design and implement new systems, procedures, or tools that enhance the student experience and provider support.

Minimum Qualifications & Education:

• Bachelor's degree required, or an equivalent combination of education and experience in clinical office operations.
• At least 3 years of increasingly responsible administrative operations support experience in a clinical setting (i.e. health clinic, behavioral health center, or medical office).

Preferred Qualifications:

• Bachelor's degree in Health Administration, Public Health, Psychology, or a related healthcare field.
• Experience working in a college health center, mental health clinic, or integrated care setting.
• Familiarity with quality assurance or compliance documentation.
• Experience coordinating interdisciplinary teams or navigating cross-departmental workflows.

Knowledge, Skills, & Abilities

• Proven success managing high-volume, detail-intensive workflows involving providers, clients, and compliance.
• Experience using and supporting Electronic Medical Record (EMR) systems.
• Strong working knowledge of HIPAA, FERPA, and general clinical documentation and privacy practices.
• Excellent communication, problem-solving, and organizational skills; able to work independently while collaborating across teams.
• Comfortable working directly with students in distress and navigating urgent or emotionally complex situations with professionalism and empathy.

Work Environment:

• Campus-based, customer service role in an office environment.
• Regular use of a computer and databases.
• Flexible scheduling and must be willing to work occasional 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.

Benefits & Perks:

• 25 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!