Operations Coordinator

4 days ago

Charlotte, North Carolina, United States Queens University of Charlotte Full time
About the Role

We are seeking an experienced Operations Coordinator to join our dynamic team at Queens University of Charlotte. This full-time position offers a competitive salary of $60,000 - $70,000 per year and benefits package.

Job Description
  • Program and Budget Management:
    • Collaborate with project managers, team leaders, and external stakeholders to assist in or lead project planning and measurement.
    • Arrange and coordinate meetings for both internal teams and external stakeholders, ensuring all logistics, resources, and materials are prepared in advance.
    • Support all aspects of community engagement events including marketing, staffing, and overall logistics (events are in-person and virtual).
    • Assist with organization-wide budget tracking, such as processing invoices, purchase orders, reimbursements, and donations.
    • Manage budgets specific to projects, grants, and community events, ensuring compliance with financial guidelines and reporting any discrepancies to the Director of Operations.
  • Physical & Digital Inventory Management:
    • Serve as an administrator of primary business software, HubSpot CRM, which includes conducting system audits, developing reporting dashboards, and managing contact and service team data.
    • Manage tracking, maintenance, and deployment of physical inventory, such as event supplies, staff workstations, portable computer and iPad labs, office supplies, etc.
    • Serve as primary departmental liaison with Queens University IT department.
    • Oversee task management software, including creating tasks, tracking progress, and resolving issues.
  • Process Improvement:
    • Support and develop strategies to improve current processes and implement new ones.
    • Identify automation opportunities and new workflows to enhance service efficiency.
    • Make recommendations to leadership and the team through presentations and written reports.
    • Create and execute detailed project plans to implement proposed recommendations.
    • Confer with team members to ensure that any implemented improvements are working accurately and where needed coordinate additional iterations.
  • Other:
    • Manage various initiatives/projects aligned with the Strategic Business Plan goals and overall work plans.
    • Assist with strategic business planning discussions and implementation.
    • Review strategic goals and measures and make recommendations.
    • Assist with the onboarding of new employees and offboarding of departing employees.
    • Build rapport and manage relationships at various organizational levels, from non-profit and private sector partners to residents and volunteers.

Requirements:

  • Proven experience with program or project management/coordination experience, event experience, and/or operations support experience.
  • Bachelor's degree in business administration, management, or a combination of relevant education and relevant experience.
  • Demonstrated ability using the following software: Microsoft Office Suite, Google Workspace, HubSpot, and Asana.
  • Knowledge of business and management principles involved in strategic planning, project management, resource allocation, and the coordination of people and resources.
  • Experience with principles and processes for providing customer and personal services, including stakeholder needs assessment, meeting quality standards for services, and the evaluation of stakeholder satisfaction.

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