Shared Services Coordinator

Shared Services Coordinator

Purpose of the Position:

The Shared Services Alliance is a collective group aimed at reducing costs and improving the operations of childcare providers in Southwest Virginia. The Shared Services Coordinator will oversee the procurement and distribution of materials and supplies in bulk to ensure cost savings for Shared Services Alliance (SSA) members. The Coordinator will monitor inventory, coordinate transportation/delivery schedules, track shipments, collect and analyze data to forecast requirements and provide business support services through the SSA. Other duties include providing administrative, financial, and operational support to the Alliance, assisting Alliance members with VDOE licensing compliance, applications, and reporting, and collaborating with the Shared Services team to maintain a system for organizing Alliance records and documents. The Coordinator performs bookkeeping services, compiles reports, highlights discrepancies in records, assists Alliance members with the coordination of Alliance services and onboards new members.

Areas of Responsibility:

– Maintain knowledge of all Shared Services initiatives and Alliance services.
– Assist Alliance members with daily business operations, bulk ordering and procurement, and compliance. Provide technical assistance and operational support to Alliance members on best business practices.
– Implement Shared Services department processes and procedures ensuring compliance with applicable local, state, and federal laws for effective and efficient departmental workflow and quality services to stakeholders.
– Liase with the Operations team to coordinate warehouse storage and activity.
– Assist Director of Shared Services in selecting new business services to meet Alliance member needs.
– Maintain meticulous records of all business services for Alliance members. Enter data in a variety of software and internet portals (including, but not limited to, Microsoft Excel and Google Sheets) accurately and efficiently. Maintain files, create, and send letters, memos, emails, or other documents.
– Along with all staff, assist in providing support and coordination of activities for EO events and other special projects.

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– Coordinate internal and external meetings for Shared Services Team.

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– Perform other projects and duties as assigned.

Job Relationships:

The Shared Services Coordinator reports to the Director of Employer Services. The Coordinator must maintain an ongoing working relationship with all staff of EO. The Coordinator should maintain working relationships with Alliance members/prospective members, volunteers, and strategic program partners.

Requirements of the Position:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge and Skills:

– Strong commitment to maintaining integrity and confidentiality of all organizational information.
– Strong organization, time management, accuracy, and productivity/prioritization skills.
– Excellent critical thinking, analytical skills and judgment required.
– Entrepreneurship experience/skills.
– Good team player, energetic and positive attitude required.
– High level of trust, integrity, and ethics.
– Solid understanding of fiscal management and logistics.
– Advanced understanding and experience in a variety of computer applications, including use of the internet and Microsoft Office products.
– Ability to work in a fast-paced environment.
– Ability to work with ambiguity and under tight schedules.
– Excellent verbal and written communication skills including grammar and proof-reading.

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– Working knowledge of office equipment (computers, printers, copiers, conference phones).
– Ability to develop, implement administrative systems and manage budgets and project plans.
– Ability to develop relationships with educational institutions and childcare providers.

Required Education-

– Bachelors degree in Business Administration, Finance, Project Management or related field.
– Minimum of 3 years of experience in business coaching, business, accounting, entrepreneurship, or related field.
– A combination of experience and certifications can replace the degree requirements in certain situations.

Preferred Experience-

– Proven experience in launching new products, businesses, or collaborative projects.
– Experience working with small business owners, preferably in Southwest Virginia.
– Experience in childcare or education sector.
– Knowledge of nonprofit management principles and practices.

Work-Environment and Travel-This position will be office-based in Abingdon, Virginia. Applicants must be available to attend early morning, evening, and/or weekend meetings on a periodic basis, and should be able to travel independently throughout Southwest Virginia.

Language Skills-Strong and appropriate written and verbal communication skills. Ability to spontaneously respond effectively to both internal and external stakeholders.

Mathematical Skills-Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Certificates, Licenses, Registrations-Valid drivers license and automobile insurance; access to reliable, high-speed home internet.

Physical Demands-While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand and walk. The employee must be able to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.