Coordinator, Shared Services Center

The Coordinator is the primary operational liaison between staff and faculty, ensuring smooth communication, accurate record-keeping, and timely task completion in support of the Shared Services Center (SSC) division. This position executes a broad range of administrative and operational functions to support assigned programs and participates in cross-training across divisional functions to ensure operational coverage and provide backup support during staff absences or periods of high demand.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

• Coordinate program schedules, locations, and assignments to ensure complete coverage and operational efficiency.
• Process contracts from creation through review, amendments, approval, and routing, ensuring accuracy and compliance.
• Maintain accurate, compliant, and audit-ready records for contracts, payroll, class rosters, grades, and other operational documentation, meeting all deadlines.
• Assist with processing and managing procurement, purchasing, and inventory for instructional materials, supplies, and equipment, coordinating vendor services and tracking fulfillment.
• Facilitate payroll processing for instructional staff, ensuring accuracy and timely submission.
• Provide timely, professional communication to students, faculty, staff, and stakeholders, resolving inquiries and facilitating smooth information flow.
• Participate in cross-training across divisional functions to ensure operational coverage and serve as backup support during staff absences or high-demand periods.
• Assist with facilitating the distribution course packets, instructional materials, and certificates to instructors and students.
• Assist with facilitating the maintenance of course rosters, grade submissions, and related class records for accessibility and compliance.
• Run and analyze enrollment and capacity reports to inform scheduling and optimize course offerings.
• Conduct Workforce Development course visitations and related quality assurance reporting.
• Serve as primary liaison between program directors, faculty, staff, and administrative offices.
• Assist with planning, coordinating, and supporting events such as orientations, career fairs, industry outreach, and faculty/staff recognition activities.
• Prepare, compile, and distribute operational, compliance, and performance reports.
• Manage intake and triage of service requests through ticketing systems, ensuring prioritization and resolution tracking.
• Track and report participation, enrollment trends, and operational outcomes for evaluation and improvement.
• Assist with the maintenance of instructor qualifications, credentialing agency, and workforce compliance documentation.
• Coordinate course approval processes to ensure readiness.
• Provide assistance and support development and implementation of new non-credit and Workforce Development programs with stakeholders and subject matter experts.
• Maintain and update standard operating procedures (SOPs), document task procedures (DTPs), and lessons learned to support continuous improvement.
• Assist with processing student-related administrative actions, including balances, refunds, and adjustments.
• Assist with providing administrative support for travel coordination, purchase card reconciliation, and related processes.
• Participate in institutional committees, department meetings, and assigned initiatives.
• Assist with representing the college at public, community, and industry events to promote programs and partnerships.
• Support marketing and outreach activities by reviewing materials, attending events.
• Participate in professional development to enhance skills and maintain program quality.

• Knowledge of scheduling, procurement, payroll processing, and contract administration.
• Skill in record-keeping, data management, and compliance documentation.
• Ability to communicate professionally with diverse stakeholders cross-functionally.
• Proficiency with institutional scheduling tools, and office productivity software.
• Understanding of institutional policies, state and federal regulations, and Workforce Development compliance requirements.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Office Suite and relevant database systems.

• Associate degree or equivalent combination of education and experience.
• Two years of administrative or coordination experience.
• Demonstrated ability to manage multiple priorities with strong attention to detail.

• Bachelor's degree