Operations Manager

About the role

Qalam Seminary is seeking an experienced and highly organized Operations Manager to serve as the right hand to the Associate Director. This role is responsible for the day-to-day management of institutional operations, ensuring that goals are set, tracked, and documented across departments, that communication flows smoothly between the Associate Director and the seminary's various teams, and that facilities operations run smoothly. The ideal candidate is a proactive systems-builder who thrives on structure, follow-through, and clear documentation, and who can represent the Associate Director's priorities accurately when coordinating with faculty and staff.

What you'll do

Operations & Goal Management

•      Manage day-to-day operations on behalf of the Associate Director, ensuring institutional priorities are executed on schedule.

•      Establish and maintain systems for setting, tracking, and reporting on organizational and departmental goals.

•      Create and maintain clear documentation of progress, decisions, data, and outcomes across all areas of oversight.

•      Identify operational gaps or bottlenecks and recommend process improvements.

•      Prepare regular status reports and dashboards for the Associate Director summarizing progress against goals.

Cross-Team Coordination & Communication

•      Serve as a liaison between the Associate Director and the Academic Affairs, Student Services, Enrollment, and Faculty teams.

•      Communicate priorities, decisions, and updates on behalf of the Associate Director accurately and professionally.

•      Coordinate meetings, agendas, and follow-up action items across departments.

•      Track outstanding requests and ensure timely responses from relevant teams.

Facilities Oversight

•      Oversee facilities-related operations, including maintenance requests, vendor coordination, and space usage.

•      Delegate and manage facilities-related tasks and projects, ensuring timely completion.

•      Maintain documentation of facilities work, contracts, and ongoing issues.

•      Serve as the point of contact for facilities vendors and service providers.

Documentation & Reporting

•      Maintain organized records of institutional decisions, meeting notes, and departmental updates.

•      Develop and maintain standard operating procedures (SOPs) for recurring operational tasks.

•      Ensure data related to goals, projects, and facilities is accurate, current, and easily accessible.

Qualifications:

•      Bachelor's degree preferred, or equivalent professional experience in operations, administration, or project management.

•      3+ years of experience in an operations, project management, or executive/administrative support role, ideally within an educational, nonprofit, or religious institution.

•      Demonstrated ability to manage multiple projects and priorities simultaneously with strong attention to detail.

•      Excellent written and verbal communication skills, with the ability to represent leadership professionally.

•      Strong organizational and documentation skills; comfort building and maintaining tracking systems (spreadsheets, project management tools, etc.).

•      Experience coordinating with cross-functional teams or departments.

•      Familiarity with facilities management or vendor coordination is a plus.

•      Comfort working within a faith-based or mission-driven institutional environment.

Qualifications

•      Bachelor's degree preferred, or equivalent professional experience in operations, administration, or project management.

•      3+ years of experience in an operations, project management, or executive/administrative support role, ideally within an educational, nonprofit, or religious institution.

•      Demonstrated ability to manage multiple projects and priorities simultaneously with strong attention to detail.

•      Excellent written and verbal communication skills, with the ability to represent leadership professionally.

•      Strong organizational and documentation skills; comfort building and maintaining tracking systems (spreadsheets, project management tools, etc.).

•      Experience coordinating with cross-functional teams or departments.

•      Familiarity with facilities management or vendor coordination is a plus.

•      Comfort working within a faith-based or mission-driven institutional environment.