Operations Specialist - Queens University of Charlotte

Summary: The Center for Digital Equity (CDE) is seeking a highly skilled and motivated Operations Specialist to join our dynamic team. This position is integral to the success of our mission, as it supports all aspects of CDE operations. This includes maintaining data in our Customer Relationship Management (CRM) system, executing community events, supporting procurement, developing processes, and continually identifying innovative solutions to augment operational effectiveness. By leveraging your expertise in project management and excellent communication, you will support our initiatives to advance digital equity and empower communities through data-driven decision-making and efficient resource allocation. This is a full-time benefits eligible position and is expected to continue through June 30, 2026.

This position reports to the Director of Operations for the Center for Digital. This position is exempt from provisions of the Fair Labor Standards Act (FLSA) and is not eligible to earn overtime pay for hours worked above 40 in a single work week. This position is not eligible for visa sponsorship.

Essential Duties and Responsibilities include:

• 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.

Non-Essential Duties:

• Other duties and special projects may be assigned to meet department and/or university needs.

Experience, Knowledge and Skills Required:

• 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.

Note: Don’t meet every qualification listed? We encourage you to apply anyway! Research shows that marginalized communities—such as women, LGBTQ+ individuals, and people of color—are less likely to apply for roles unless they meet every single requirement. At the Center for Digital Equity, we are committed to fostering an inclusive, diverse, equitable, and accessible environment where everyone feels a sense of belonging. If you’re passionate about our mission but your experience doesn’t perfectly align with every qualification in the job description, we still encourage you to submit an application. You might be the perfect fit for this role or another opportunity with us!

Application Process
Does this sound like a good fit? Click on the green “I’m interested” button and submit:

1. A cover letter addressing the position qualifications and experience
2. Current résumé
3. Salary requirements
4. Contact information for three professional references.

Applications received by November 22, 2024, will receive first consideration. Queens will continue to accept applications until the position is filled.

About Queens University of Charlotte

Located in the heart of the nation’s second fastest growing metropolitan area, Queens University of Charlotte leverages the city’s diverse and thriving environment as an extended classroom. Nationally recognized for undergraduate programs in international and interdisciplinary education, Queens blends the best of liberal arts learning with professional preparation and community engagement. Focused on supporting success for diverse learners, faculty build close and collaborative relationships with students and help them build intentional and individualized roadmaps for flourishing at Queens and beyond. At the graduate program level, the University offers innovative educational experiences that help learners advance professionally and retool for new opportunities. Our environs afford faculty myriad opportunities to advance their own professional growth and teaching and research interests by collaborating with vibrant industry, non-profit, and community organization sectors. 

Because of our history of innovation and our legacy of strong leadership, Queens is positioned to be among the new forerunners of American higher education. This is a defining moment for Queens. While other institutions are focused on sustaining and surviving, we are thinking much bigger. 

Institutions that understand what is needed and are willing to reimagine what is possible can position themselves to thrive and strengthen their market position after the pandemic with innovative approaches that are deeply connected to the world and its greatest challenges. 

By 2030, Queens aspires to become the leading, private, national university of Charlotte with deep, meaningful, and reciprocal connections to the needs of our local community and economy; inventive and multidisciplinary academic programs that are connected to the world’s most pressing challenges and biggest areas of opportunity; a fully connected, integrated, and innovative set of experiences that support holistic wellness and wellbeing; a culture of continuous improvement and investment that enables faculty and staff to flourish and achieve their full potential; and a comprehensive approach to diversity, equity, and inclusion that begins on campus and radiates throughout the community. 

Queens University of Charlotte aims to be a leading comprehensive university, distinguished by its commitment to transforming the lives of its students and enhancing the intellectual and cultural fabric of its community. Queens is a campus where diversity, equity, and inclusion are core values. The mission of Queens is to provide transformative educational experiences that nurture intellectual curiosity, promote global understanding, encourage ethical living, and prepare individuals for purposeful and fulfilling lives. To this end, the University recruits talented faculty, staff, and students from across the United States and around the world. Queens encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically minoritized communities. The University also invites applications from individuals who are prepared to provide a rich and varied educational experience to our increasingly diverse student body and to collaborate with colleagues to make Queens an equitable and inclusive place to live, learn, and work. 

Queens works to provide an accessible living, learning, and working environment for current and prospective faculty, staff, and students and visitors to our campus. If there are accommodations, we can provide to make your application process more accessible, please contact the Director of Human Resources (hr@queens.edu, 704-337-2297). The position duties and responsibilities listed above should be able to be completed with or without reasonable accommodations. HR works in partnership with employees to manage the workplace accommodations process. 

Benefits

Queens offers comprehensive benefits to eligible employees, including: medical, dental and vision insurance, domestic partner benefits, a 403b retirement plan, with two options (pre-tax or post-tax (Roth) contributions) with a generous match, vacation and generous paid holidays, tuition remission and tuition exchange, Queens-paid life insurance, supplemental life insurance, dependent life insurance, accidental death and dismemberment insurance, disability insurance, flexible spending accounts (medical, dependent care, Health Savings Account), sick leave and long-term disability leave, paid parental leave, FMLA leave when eligible, reduced cost meals at Morrison Dining Hall, employee assistance program (EAP), free access to the Levine Center, wellness programs. In addition, employees may choose benefits such as pet insurance, critical care insurance and legal assistance.