Business Services Coordinator

As the Business Services Coordinator, you will play a pivotal role in the Shared Services Team and ensure the smooth operation of various business functions within the organization. Your responsibilities will encompass a wide range of tasks, including IT management, asset tracking, facilities management, business insurance coordination, and contract compliance oversight. This multifaceted role requires strong organizational skills, attention to detail, and the ability to collaborate effectively with internal stakeholders and external partners. You will serve as a central point of contact for coordinating efforts across different departments, facilitating communication, and driving initiatives to support overall company objectives.

Key Areas of Responsibility

IT Management:

• Act as the primary liaison between the organization and external IT support vendors, managing contracts and ensuring quality service delivery.
• Coordinate the deployment and configuration of computing devices for staff and students, including laptops, desktops, tablets, and mobile phones.
• Implement and manage mobile device management solutions to securely monitor and manage mobile devices across the organization.
• Ensure compliance with data protection agreements, privacy regulations, and industry standards.
• Collaborate with legal counsel, fractional CTO, and other compliance officers to assess data protection requirements and mitigate risks.
• Participate in professional development activities to stay updated on evolving IT standards, technologies, and regulatory requirements.

Asset Management:

• Select and implement asset tracking software or systems to monitor and manage the organization's inventory of assets.
• Conduct audits and physical inspections of assets to verify their existence, condition, and location.
• Provide training and support to staff members responsible for asset management.
• Monitor asset tracking usage metrics and identify areas for improvement or system enhancements.

Facilities Management:

• Conduct market research to identify suitable office spaces and negotiate lease agreements with property owners.
• Develop preventive maintenance schedules and protocols for building systems and facilities infrastructure.
• Manage relationships with vendors, contractors, and service providers for routine maintenance tasks and capital improvement projects.
• Coordinate furniture and supply procurement, delivery, and installation for office spaces and communal areas.

Business Insurance Coordination:

• Monitor changes in insurance regulations and collaborate with insurance providers and brokers to obtain appropriate coverage.
• Coordinate insurance matters with the HR department and ensure accurate employee information is provided to insurance carriers.
• Manage insurance-related aspects of the company's facilities, including property insurance and liability coverage.

Contract and Compliance Oversight:

• Oversee the contract lifecycle, maintain a centralized repository for contracts, and ensure compliance with internal and legal requirements.
• Develop and maintain organizational policies and procedures, facilitating policy review meetings and ensuring employee awareness and adherence.
• Coordinate the SAM (System for Award Management) registration process.
• Generate periodic reports to provide insights into the organization's operations and compliance status.

Collaboration & Communication:

• Assist in coordinating efforts between the Shared Services Team and other functional areas to ensure alignment with overall company objectives.
• Work closely with team members within the Shared Services Team to ensure seamless coordination and sharing of responsibilities.
• Collaborate on projects and initiatives to optimize departmental efficiency and effectiveness; supporting team members in their tasks and responsibilities, and offering assistance and guidance as needed to achieve common goals and objectives.
• Participate actively in team meetings, contributing ideas and feedback to drive innovation and problem-solving within the organization.
• Embrace a collaborative mindset, recognizing the value of diverse perspectives and contributions in achieving shared outcomes.
• Demonstrate a commitment to building strong relationships with colleagues built on trust, respect, and mutual support.
• Take initiative to proactively identify opportunities for collaboration and partnership within and outside the Shared Services Team to enhance overall business performance.
• Coordinate with HR to identify and deploy cybersecurity training to staff, ensuring the organization's readiness to mitigate cybersecurity risks.
• Other duties as assigned

• Bilingual (English, Spanish) is appreciated
• Bachelor's degree or equivalent experience in Information Technology, Business Administration, or related field.
• Previous experience in IT support, facilities management, or a similar role.
• Strong understanding of IT systems and mobile device management.
• Knowledge of data protection regulations and compliance requirements.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and priorities effectively.
• Detail-oriented with strong organizational skills.
• Proficiency in Microsoft Office suite and Google Workspace.
• Demonstrated adaptability in navigating dynamic work environments.
• Flexibility to embrace change and adjust to evolving organizational needs.
• Resilience in managing challenges and setbacks effectively.
• Appreciation for interconnectedness and holistic approaches to organizational well-being.

COMPENSATION – This is an exempt position with a salary based upon qualifications, knowledge, and relevant experience with a range of $55,000-70,000/year.

BENEFITS – Company 401K plan with Employer Contribution Match, Medical, Dental & Vision Coverage, Paid Time Off (Sick Time, Holidays, Flexible Vacation), Not PERA eligible.

Zero Dropouts is an equal-opportunity employer committed to fostering a diverse and inclusive work environment.