Guest Services Office Coordinator

College of Pastoral Supervision and Psychotherapy; Pinehurst (NC); On-site; USD 40,000 - 52,000; Full time

Job summary

The College of Pastoral Supervision and Psychotherapy is seeking an Office Coordinator for Guest Services to provide administrative, scheduling, and customer service support. The role acts as the central contact point for the Guest Services office, greeting visitors and coordinating volunteer activities across multiple sites.

The candidate should have a minimum of two years in a multi-faceted office, with experience in database management and strong organizational skills.

Qualifications

• High School Graduate; Associate degree required.
• At least two years’ experience working in a multi-faceted office with knowledge of database management and computer proficiency.
• Healthcare or volunteer-related experience preferred.

Responsibilities

• Greet and assist visitors, volunteers, chaplain associates, and staff in person, by phone, and by email.
• Coordinate onboarding, credentialing, and record-keeping for volunteers and chaplain associates (background checks, health/vaccination requirements, annual reviews, status changes).
• Maintain Guest Services databases and volunteer files in Volgistics, OHM, and paper systems.
• Schedule and communicate volunteer coverage across service areas and FirstHealth sites.
• Direct and delegate daily work to volunteers assigned to the office.
• Manage departmental supplies, uniforms, invoices, and sign-in technology.
• Prepare monthly, annual, and ad-hoc reports for compliance and recognition.
• Support leadership with volunteer orientation, education, recognition events, and special projects.

Skills

Database management

Computer proficiency

Strong organizational skills

Customer service

Education

Associate degree

High School Diploma

Tools

Volgistics

OHM

Paper systems

Job description

Overview

The Guest Services Office Coordinator provides comprehensive administrative, scheduling, and customer service support for systemwide Guest Services, which includes Assistant Director, Guest Services, and the Pastoral Care Manager, this position serves as the central point of contact for the Guest Services office – greeting and assisting visitors, volunteers, chaplain associates, and staff in person, by telephone, and by email – and ensures that the office operates efficiently, professionally, and in a manner that reflects the organization’s service standards.

Primary responsibilities include coordinating the onboarding, credentialing, and record-keeping processes of volunteers and chaplain associates (background checks, health/vaccination requirements, annual reviews, and status changes); maintaining Guest Services databases and volunteer files in Volgistics, OHM, and paper systems; scheduling and communicating volunteer coverage across service areas and FirstHealth sites; directing and delegating daily work to volunteers assigned to the office; managing departmental supplies, uniforms, invoices, and sign-in technology; and preparing monthly, annual, and ad-hoc reports required for compliance and recognition. The Coordinator also supports leadership with volunteer orientation, education, recognition events, and special projects, exercising independent judgment, discretion with confidential information, and strong organizational skills while managing multiple priorities and frequent interruptions.

Qualifications

High School Graduate; Associate degree required; at least two years’ experience working in a multi-faceted office required with knowledge of database management and computer proficiency; healthcare or volunteer-related experience preferred.