Office Manager / Clinic & Events Coordinator

Position Overview
Dr. Ida Rolf Institute® is seeking a highly organized, service-oriented Office Manager / Clinic & Events Coordinator to support daily administrative operations, oversee the coordination of our student clinic environment, and manage institutional events and educational programming logistics.
This role is essential to maintaining efficient office systems, supporting faculty and students, coordinating Institute events, and ensuring a professional, welcoming experience for clients, visitors, students, and staff.
The ideal candidate is detail-oriented, adaptable, and thrives in a mission-driven educational and clinical setting.

• Manage front office operations including phones, email communication, and visitor reception
• Maintain organized digital and physical filing systems
• Order and manage office and clinic supplies
• Support faculty and administrative staff with logistics and coordination
• Assist with data entry, reporting, and internal documentation
• Accounts Payable and Accounts Receivable
• Manage payroll systems
• Maintain professional office standards and appearance

• Coordinate scheduling and operations for student clinical sessions and educational clinics (four to six times per year)
• Serve as the primary point of contact for clinic participants and student practitioners
• Ensure clinic policies, procedures, and safety protocols are followed
• Maintain accurate clinic records and documentation
• Support onboarding and orientation processes related to clinic participation
• Monitor clinic flow and troubleshoot scheduling or operational issues

• Plan, coordinate, and execute institutional events including intensives, workshops, continuing education programs, board meetings, graduation events, and community gatherings
• Manage event timelines, logistics, and vendor coordination (catering, A/V, materials, room setup)
• Coordinate event registration, attendance tracking, and communications
• Support faculty and guest presenters with event preparation and on-site needs
• Oversee room setup, materials preparation, signage, and post-event breakdown
• Maintain event budgets and track related expenses
• Conduct post-event follow-up including evaluations and documentation

• Provide administrative support for educational programs and events
• Coordinate room scheduling and space usage
• Support special projects and institutional initiatives as assigned

• Serve as a welcoming representative of the Dr. Ida Rolf Institute®
• Provide timely, professional responses to inquiries
• Maintain high standards of client service aligned with Institute values
• Support relationship-building efforts with students, graduates, and community partners

• 2+ years of experience in office administration, clinic coordination, event coordination, or related roles
• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Proficiency with Microsoft Office, Teams, Zoom, and scheduling platforms
• Ability to manage multiple priorities in a fast-paced environment
• Professional demeanor and strong interpersonal skills

• Familiarity with student clinics or academic program operations
• Experience planning professional or educational events
• Experience working in nonprofit or mission-driven organizations
• Experience in educational, healthcare, or wellness environments is a plus
• Knowledge of bodywork, somatic education, or integrative health settings (helpful but not required)

• Attention to detail and follow-through
• Strong problem-solving abilities
• Confidentiality and professionalism
• Collaborative mindset
• Adaptability and initiative
• Project and event management skills
• Ability to manage multiple event timelines simultaneously

• Monday through Friday work schedule, with shortened hours on Friday (may require occasional evening or weekend availability based on clinic schedules or special programs and events)
• Up to $400 reimbursement for Health Premiums
• Dental, and Vision Insurance plus a $50,000 employer paid Life Insurance Policy
• Paid Time Off (PTO) includes paid birthday leave, 6 paid holidays, and two weeks at the end of the year.
• Professional Development Opportunities
• Flexible Work Arrangements (where role responsibilities allow)