A bachelor's degree is preferred, or equivalent professional experience in operations, administration, or project management.
At least 3 years of experience in an operations, project management, or executive or administrative support role; experience in an educational, nonprofit, or religious institution is ideal.
Ability to manage multiple projects and priorities simultaneously with attention to detail.
Written and verbal communication skills sufficient to represent leadership professionally.
Organizational and documentation skills, including building and maintaining tracking systems such as spreadsheets and project management tools.
Experience coordinating with cross-functional teams or departments.
Comfort working within a faith-based or mission-driven institutional environment.
Responsibilities
Manage day-to-day operations on behalf of the Associate Director and ensure institutional priorities are executed on schedule.
Establish and maintain systems for setting, tracking, and reporting organizational and departmental goals.
Create and maintain documentation of progress, decisions, data, and outcomes across 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.
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.
Oversee facilities operations, including maintenance requests, vendor coordination, and space usage.
Delegate and manage facilities-related tasks and projects and ensure their timely completion.
Maintain documentation of facilities work, contracts, and ongoing issues.
Serve as the point of contact for facilities vendors and service providers.
Maintain organized records of institutional decisions, meeting notes, and departmental updates.
Develop and maintain standard operating procedures for recurring operational tasks.
Ensure data related to goals, projects, and facilities is accurate, current, and easily accessible.
Desired Qualifications
Familiarity with facilities management or vendor coordination is a plus.
About Qalam
Qalam is an Islamic educational institute committed to nurturing faith, character, and personal growth through learning rooted in our sacred tradition. We believe that deepening one’s understanding of Islam should lead to becoming a better person. Our mission is to inspire growth through nurturing education built on a sacred foundation.
Our Culture
Prophetic Character At Qalam, our culture is deeply rooted in Prophetic character. We view education as a transformative endeavor—one that shapes not only minds, but hearts. Our team strives for excellence in all that we do, guided by the belief that our collective efforts can positively impact learners and the communities we serve.
Work Ethic We believe that when dedicated people work together, they can achieve great things. Team members are encouraged to approach their responsibilities with diligence, passion, and a commitment to delivering high-quality outcomes.
Respect Our faith teaches us the inherent dignity of every human being. At Qalam, respect is reflected through open communication, active listening, and genuine appreciation for one another’s time and effort. We foster a collaborative, communicative, and responsive work environment where every team member feels valued.
Integrity We value transparency and integrity in all aspects of our work. Team members are encouraged to communicate openly and share feedback constructively. This commitment to honesty and accountability builds trust and strengthens our team.
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.