Systems Specialist (Operations), Center for Digital Equity (CDE)

Queens University of Charlotte-posted 20 days ago
Full-time • Mid Level
Charlotte, NC
101-250 employees
Educational Services
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SUMMARY: The Center for Digital Equity (CDE) at Queens University of Charlotte is seeking a highly skilled and motivated Systems Specialist to support the success of our mission. In this role, you'll maintain our Customer Relationship Management (CRM) system - HubSpot, coordinate community events, support procurement and budgeting, and continually improve processes that strengthen operational effectiveness. By leveraging your technical skills, project management, and strong communication abilities, you will help advance digital opportunities and empower communities through data-driven decision-making and efficient resource allocation. This is a full-time, benefits-eligible position reporting to the Director of Operations. This position is grant funded with an end date of June 30, 2026. About the Center for Digital Equity CDE is the backbone organization for a collective impact strategy bringing together residents, public and private sector partners to co-create solutions allowing every resident to thrive in our modern culture. Through awareness, partnerships, and action, it aims to empower organizations to deliver digital resources to the communities they serve. This position is exempt from provisions of the Fair Labor Standards Act (FLSA) and is not eligible to earn overtime pay or compensatory time off for additional hours worked. This position is not eligible for visa sponsorship.

  • Serve as the functional systems manager and administrator of CDE's two primary software systems: HubSpot CRM and Asana, overseeing day-to-day platform operations (e.g., system audits, permissions, and troubleshooting).
  • Provide on-going support for building assets (e.g., forms, reports, workflows, etc.) and strategic guidance to team members.
  • Create standard operating procedures (SOPs), training manuals, and job aids to ensure consistent use of HubSpot and Asana across the organization.
  • Lead training for staff and partners to maximize adoption and effective use of these tools.
  • Collaborate with leadership to evaluate new features, optimize system configurations, and drive alignment between technology capabilities and organizational goals.
  • Manage the 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.
  • 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).
  • Support 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.
  • 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.
  • Work closely with the Strategic Project Lead to create and execute detailed project plans and implement proposed recommendations.
  • Confer with team members to ensure that any implemented improvements are working accurately and where needed coordinate additional iterations.
  • Manage various initiatives/projects aligned with the Strategic Business Plan Objectives and Key Results (OKRs) and overall work plans.
  • Assist with strategic business planning discussions and implementation.
  • Review strategic OKRs 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.
  • Other duties and special projects may be assigned to meet department and/or university needs.
  • Proven experience with systems, program and project management/coordination, event logistics, and/or operations support.
  • Bachelor's degree in business administration, management, or a related field or equivalent combination of education and experience.
  • Intermediate level or above acumen of HubSpot CRM and Asana project management software
  • Demonstrated ability using the following software: Microsoft Office Suite and Google Workspace.
  • Knowledge of business and management principles involved in strategic planning, project management, resource allocation, and the coordination of people and resources.
  • 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.
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