Shared Services Coordinator

Compensation Range:

Hourly: $24.86 - $32.32

Position Summary

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.

Essential Functions:

• 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.

Supervisory Responsibilities: N/A

Requirements:

Education & Experience:

• 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.

Competencies/Technical/Functional Skills:

• 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.

Location: Remote, USA

Travel: Some Travel required; up to 15%

#LI-Remote

Candidate receiving offers will be offered a salary/pay rate commensurate with experience that vary based on a candidate’s qualifications, skills, and competencies.  Absent exceptional circumstances, candidates will be offered a salary within this range for this position. The minimum salary will be offered based on the minimum exemption threshold based on state of residency. Base pay is one component of National University’s total rewards package, as we are dedicated to supporting the needs of the “whole you” with our holistic approach to employee benefits by offering comprehensive well-being benefits for you and your family.  For full details about our benefit plan offerings, please visit benefits.nu.edu. For Part-time benefits, please click here.

National University is committed to maintaining a high-quality workforce representative of the populations we serve. National University employs more than 4,500 faculty and staff and serves over 45,000 students. We are united in our mission to meet the global education demands of the 21st Century and are dedicated to creating a supportive academic and work environment that allows students, faculty and staff to develop their interests and talents while experiencing a sense of community. With programs available both online and at our many campus locations, National University is a leader in creating innovative solutions to education and meeting the needs of our student population, including adult learners and working professionals.

National University (NU) is proud to be an equal opportunity employer and does not discriminate against any employee or applicant per applicable federal, state and local laws. At NU, a mix of highly talented, innovative and creative people come together to make the impact of a lifetime for each of our student learners. All qualified applicants will receive equal consideration for employment, education, and admission at National University.