Operations Specialist

Role Overview

We're seeking a detail-oriented, tech-savvy, and highly organized team member to manage the technical, financial, and logistical backbone of Dar al-Shifaa. From setting up payment systems and managing digital tools to coordinating schedules and handling travel logistics, this role ensures our programs, courses, and retreats run smoothly behind the scenes.

Your mission: keep operations running seamlessly so the team can focus on serving our community and growing our impact.

Key Responsibilities

Technical & Systems Management

• Maintain and update website content via WordPress.
• Set up and manage email accounts, integrations, and automations.
• Troubleshoot basic tech issues across platforms (Zoom, CRM, etc.).
• Support online course setup and digital resource management.

Financial & Administrative

• Manage Stripe payments, refunds, and reconciliations.
• Track expenses, invoices, and vendor payments.
• Assist with financial reporting and budget tracking.
• Coordinate contracts and vendor communications.

Scheduling & Logistics

• Manage executive and team calendars.
• Book travel and accommodations for team and retreats.
• Track deliverable deadlines and project milestones.
• Coordinate logistics for in-person and online events.

Cross-Team Support

• Ensure smooth coordination between marketing, customer success, and operations.
• Document workflows and create SOPs for recurring processes.
• Identify inefficiencies and propose improvements to systems.

Ideal Qualifications

• 2–4 years in operations, administration, or systems management.
• Strong working knowledge of Stripe, WordPress, and Google Workspace.
• Comfortable with CRMs, email platforms, and basic integrations (e.g., Zapier).
• Highly organized and detail-oriented with project management experience.
• Strong problem-solving skills and tech-savviness.
• Ability to manage multiple tasks and priorities in a fast-paced, remote environment.
• Proven experience leveraging AI tools (e.g., ChatGPT, Zapier, Notion AI, automation platforms) to optimize workflows.