Operations Manager

qalamcareers; Carrollton (TX); On-site; USD 75,000 - 105,000; Full time

Job summary

Qalam Seminary is seeking an experienced Operations Manager to support the Associate Director by handling day-to-day institutional operations, ensuring goals are tracked, documented, and communicated across departments. The role requires proactive systems-building, structured follow-through, and clear representation of leadership priorities when coordinating with faculty and staff.

The ideal candidate will manage multiple projects, maintain SOPs, and enable smooth facilities operations while

Qualifications

• Bachelor's degree preferred or equivalent experience in operations, administration, or project management.
• 3+ years in operations, project management, or executive/administrative support, ideally in educational/nonprofit/religious setting.
• Demonstrated ability to manage multiple projects and priorities with strong attention to detail.
• Excellent written and verbal communication, representing leadership professionally.
• Strong organizational and documentation skills; ability to build and maintain tracking systems.

Responsibilities

• Manage day-to-day operations for the Associate Director, ensuring 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 oversight areas.
• Coordinate meetings, agendas, and follow-up items across departments.
• Oversee facilities-related operations, including vendor coordination and space usage.

Skills

Project management

Communication

Organization

Cross-functional coordination

Documentation

Education

Bachelor's degree preferred

Tools

Spreadsheets

Project management tools

Job description

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.