Onsite Operations & Office Coordinator — Benefits Included

Pontifical Faculty of the Immaculate Conception; Washington (District of Columbia); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health benefits

403B retirement plan

Paid vacation

Catholic Solemnities leave and long圣

Job summary

The Pontifical Faculty of the Immaculate Conception in Washington, DC invites applications for an Operations Assistant to support day-to-day operations, event logistics, and office upkeep. This onsite role reports to the COO and is integral to building a collaborative campus community.

Ideal candidates are service-oriented, highly organized, and comfortable coordinating with facilities, IT, and contractors while managing schedules and administrative tasks essential to the school’s mission.

Qualifications

• Bachelor's degree preferred.
• Prior experience in an office, executive support, or operational/administrative role preferred.
• Proficiency with Microsoft Office Software; proficiency in or willingness to learn Google Workspace tools and Mac Operating System (MacOS).
• Prior experience in a higher education, nonprofit, or faith-based institutional setting is valuable but not required.

Responsibilities

• Maintain and share a campus calendar and assist with campus scheduling logistics.
• Serve as the first point of contact for operational questions and requests (e.g., IT, facilities), placing service calls and tracking status; liaison with the COO, Building Superintendent, and contractors.
• Assist the COO in monitoring campus access and maintaining campus security protocols.
• Coordinate mail and package distribution; prepare outgoing correspondence and shipments (including UPS/FedEx and bulk mailing).
• Serve as a welcoming and professional point of contact for visitors and guests.
• Arrange details for internal events and processes, such as new staff onboarding, visitor lunches, and similar gatherings that support community and culture within the school.
• Assist the COO in managing part-time worker schedules, onboarding, and assignments.
• Assist the COO and Controller with receipt, input, and coding of bills, reimbursements, and business expenses.
• Provide occasional special projects management as needed.
• Problem-solve in real time when schedules shift or unexpected needs arise.

Skills

Organizational skills

Attention to detail

Customer service

Problem solving

Education

Bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

MacOS

Job description

The Pontifical Faculty of the Immaculate Conception in Washington, DC invites applications for an Operations Assistant to support day-to-day operations, event logistics, and office upkeep. This onsite role reports to the COO and is integral to building a collaborative campus community.

Ideal candidates are service-oriented, highly organized, and comfortable coordinating with facilities, IT, and contractors while managing schedules and administrative tasks essential to the school’s mission.