Shared Services Coordinator

National University

1d•Remote

About The Position

The Shared Services Coordinator supports the National University (NU) Academies’ operations by managing service requests, coordinating shared-services workflows, and ensuring efficient delivery of administrative and operational support across the organization. The coordinator serves as both a frontline coordinator for requests and as a key liaison among teams contributing to process standardization, quality control, and continuous improvement.

Requirements

Bachelor’s degree preferred.
Minimum of four (4) years of related experience required.
Minimum of one (1) year of operations or logistics experience preferred.
Experience in Pre K-12 environment preferred.
Experience in higher education preferred.
Experience with Salesforce preferred.
Demonstrated ability to work independently or with limited oversight, displaying self-motivation and initiative in achieving goals and objectives.
Strong organizational and time-management skills with the ability to manage multiple priorities and queues simultaneously.
Strong attention to detail, ensuring accuracy in all tasks and demonstrating diligence in follow-up actions.
Possesses strong critical thinking skills and a capacity for independent problem-solving, allowing for effective resolution of complex issues.
Professionalism and interpersonal skills to engage with consultants, vendors, and product development firms.
Excellent written and verbal communication skills and the ability to interact with internal customers, escalate issues, and liaise across teams.
Customer-service orientation and problem-solving mindset.
Proficiency in Salesforce or similar CRM platforms, enabling effective management of customer accounts and streamlined communication.
Proficiency with the Microsoft Office suite.
Familiarity with MS Teams, SharePoint, or similar document-sharing and team communication applications.
Familiarity with Agiloft, Adobe Sign, or similar contract management systems.
Familiarity with Workday for invoice processing and requisition creation.
Familiarity with web design best practices, or basic HTML, or other technical skills that demonstrate strong quality control ability and eye for detail.

Responsibilities

Functions as part of the Operations Team to receive, triage, and route internal service requests to the appropriate group.
Collaborates with internal and external teams to facilitate order processing, ensuring accurate and timely communication with the warehouse for inventory availability and coordinating shipping logistics.
Manages accounts, shipping, and payment status within Salesforce, ensuring data accuracy and consistency.
Manages shared inboxes and incoming calls.
Collaborates with Accounts Receivable to ensure accurate and timely payment reconciliation.
Collaborates with Accounts Payable to process vendor invoices and contract payments.
Monitors shared services queues to track open requests, assign tasks, manage priorities, and ensure timely resolution.
Utilizes various project management tools for project management and tracking purposes, ensuring deadlines are met and resources are effectively allocated.
Responds to request via email, phone, or internal messaging; collaborates with internal teams to meet operational needs.
Performs ad-hoc administrative tasks as required, such as, document processing, quality control, production assistance, support for time-sensitive or urgent items.
Maintains and updates standard operation procedures (SOPs) and documentation for shared services processes to ensure consistency and compliance.
Manages data entry, maintains electronic records, and supports administrative systems as needed.
Generates reports and analyzes data as needed to support management, process improvement, and decision-making.
Participates in assigned cross-functional projects and initiatives, leveraging operational expertise to drive successful outcomes.
Builds and maintains relationships across teams to support coordination and cross-functional collaboration.
Proactively identifies areas for improvement in service delivery, contributes suggestions to optimize processes, improves response times, and increases service quality.
Provides backup support when other team members are unavailable or during peak workload periods.
Performs other duties as assigned.