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FLIPANY · 20 hours ago

Operations & Scheduling Coordinator

Dania, FL

Full-time

Onsite

New Grad, Entry Level

FLIPANY is disrupting the way health and wellness support is offered to communities that have been historically ignored. The Operations and Scheduling Coordinator will support the Public Health Department by managing the scheduling and class operations of nutrition and fitness instructors, ensuring the successful assignment of qualified instructors to various courses.

Health CareNon ProfitWellness

Responsibilities

Assign all (new hired and previously hired) instructors to relevant FLIPANY courses by aligning instructor area of expertise and geographic alignment (Miami-Dade, Broward, and Palm Beach County)

Update the internal database (Kickserv) to show all instructor assignments and document changes (ie tardiness, substitute, etc.) to ensure that instructors are paid appropriately

Verify accuracy of instructor hour logs prior to each pay period

Update the internal database (Kickserv) to show funding sources for all instructor obligations to ensure that all payments are connected to the appropriate funder

Understand the diverse and dynamic programs operated by FLIPANY to accurately identify suitable candidates for continued wellness course placement

Assist instructors with on-site problems in ‘real time’ (related to purchasing food and/or materials for class; inconsistencies occurring at the course location, number of children in class, etc.)

Receive phone calls from instructors and/or Program Managers regarding instructor absences, tardiness, and other related issues; troubleshoot issues, identify replacement or reschedule options, and document all changes on internal database (Kickserv)

Monitor attendance from instructors and populate the spreadsheet used by Program Operations where gaps exist

Receive and reconcile contractor invoices with internal database of instructor assignments, find fix inconsistencies and provide instruction to contractors on required fixes, and submit reconciled invoices to Senior Program Manager

Update several EXCEL spreadsheets (ie instructor availability, assignment, and information) used by Program Operations team

Answer emergency calls after hours (instructors calling out from a scheduled class)

Work with the Public Health team to identify number of instructors needed based on the number of and geographic location of projected courses

Schedule initial interviews for course instructors and other new applicants in the Public Health Department

Monitor Human Resource progress logs of interviewees, status updates, suggested next steps, and barriers

Facilitate Public Health Contractor Training Schedule by coordinating with Program Manager and then assigning new contractor to appropriate training managers

Manage the delivery, organization, distribution, and collection of equipment for classes (fitness, cooking, gardening, and educational resources) and office supplies by:

Organizing the supply room and supplies (cooking, nutrition education, physical activity, and gardening equipment)

Preparing contracted instructor equipment by maintaining inventory of office equipment rooms, managing the online app of equipment requests, scheduling pickup appointments with contracted instructors, preparing equipment 24 hours prior to pickup, and logging all equipment checkouts

Monitoring shopping lists for accuracy

Oversee the check-out and return of company vehicles, update the vehicle calendar, coordinate schedules of vehicles (approvals of requests via Teams Approval app), and work with Manager on solutions for schedule conflicts

Monitor and code credit card invoices of instructor purchases and purchases of other programmatic supplies

Manage contracted worker offboarding tasks in collaboration with Human Resources

Update several EXCEL spreadsheets (office supplies, nutrition education food supplies) used by Program Operations team

Answer, screen, and direct incoming phone calls professionally and promptly

Direct emails received from info@flipany.org and general email groups

Greet visitors and assist them as needed

Open, sort, route, and distribute incoming mail and deliveries daily

Maintain general office organization, including tidying communal spaces

Report office-related issue to the team and follow up to ensure timely resolution

Perform other clerical or administrative tasks as assigned to support overall office operations

Qualification

Program coordinationMicrosoft Office SuiteExcel proficiencyProblem-solving skillsOffice management experienceJudgmentReal-time troubleshootingReliablePunctual