Operations Lead — Systems, Coordination & Facilities

Qalam; Carrollton (KY); On-site; USD 60,000 - 90,000; Full time

Job summary

Qalam Seminary is seeking an experienced Operations Manager to serve as the right hand to the Associate Director. This role manages day-to-day operations, sets and tracks goals, and ensures clear documentation across departments.

The ideal candidate thrives on structure, follow-through, and documentation, coordinating with Academic Affairs, Student Services, Enrollment, and Faculty while overseeing facilities and reporting.

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.

Responsibilities

• 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.
• 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-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.
• 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.

Skills

Project management

Documentation

Communication

Organizational skills

Cross-functional coordination

Attention to detail

Education

Bachelor’s degree preferred or equivalent

Tools

Spreadsheets

Project management tools

Job description

Qalam Seminary is seeking an experienced Operations Manager to serve as the right hand to the Associate Director. This role manages day-to-day operations, sets and tracks goals, and ensures clear documentation across departments.

The ideal candidate thrives on structure, follow-through, and documentation, coordinating with Academic Affairs, Student Services, Enrollment, and Faculty while overseeing facilities and reporting.