Operations & Scheduling Coordinator

FLIPANY•Dania Beach, FL

16h

About The Position

FLIPANY is disrupting the way health and wellness support is offered to communities that have been historically ignored. We serve nutritious food, encourage healthy eating and get people to move. Whether we are working with partners to connect families to food, teaching kids to dice veggies or kick a ball, or designing customized health and wellness programs, FLIPANY takes an active, “hands-on” approach. We incorporate life skills into all of our programs to increase the emotional wellbeing and resilience of the kids and families. We push beyond boundaries and explore every opportunity to offer creative health and wellness initiatives that inspire people to transform their lives forever. Position Overview: The Public Health Department executes community-based nutrition education, physical education, school gardening education for youth and teachers, and nutrition education and related meal provisions for senior citizens. The primary role of the Operations and Scheduling Coordinator is to support the Public Health Department by managing the scheduling and class operations of nutrition and fitness instructors (wellness instructors). Successful assignment of qualified, consultant-based instructors is essential to the continued operation of FLIPANY’s Public Health Department.

Requirements

Experience with program coordination—managing schedules/dispatching, managing logistics, and tracking assignments
Ability to manage changing priorities without losing focus on critical deadlines.
Strong problem-solving skills and the ability to troubleshoot issues in real-time with a given framework
Excellent judgment and discernment
Proficient in Microsoft Office Suite (Teams, Excel, PowerPoint, etc.)
Ability to manage multiple Excel Spreadsheets accurately
Reliable and punctual—must be available to handle occasional after-hours emergency calls.

Nice To Haves

Experience as an Office Manager is a plus.

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 [email protected] 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