Operations Assistant

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

ROLE OVERVIEW

The Pontifical Faculty of the Immaculate Conception is a Catholic graduate school and seminary, serving Dominican friars, other religious, seminarians, and priests, as well as lay students. The Thomistic Institute is also part of the PFIC. As Operations Assistant, you'll contribute to the day-to-day functioning of the school through operational support, event assistance, internal coordination, and general office upkeep. You'll report to the Chief Operating Officer (COO). This is an onsite role and your daily presence at the office is core to how you'll build relationships, anticipate needs, and be part of the institutional community. The PFIC is located in the Dominican House of Studies, close to the Basilica of the National Shrine of the Immaculate Conception and the Catholic University of America. This role is well-suited for a motivated, service-oriented individual with strong organizational instincts and a collaborative spirit. Excellent candidates will be comfortable with a mix of high- and low-skill tasks, and will appreciate how small acts of stewardship create the conditions for great teamwork and institutional flourishing.

WHAT YOU'LL DO

Office Logistics & Support

• 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.

Office Upkeep & Supplies

• Procure stationery, office supplies, and business cards; manage inventory and vendor relationships for ordering.
• Order and maintain common area provisions-including coffee, snacks, and kitchen essentials.
• Ensure that classrooms have adequate instructional supplies (chalk, dry erase markers, etc.).
• This includes maintaining a reasonable inventory and conducting routine checks.
• Coordinate with the COO, facilities staff, events staff, and vendors/contractors for the setup, breakdown, and cleanup of various school events.
• Maintain general office upkeep, including cleaning common areas such as the kitchen and lounge following events or as needed and/or working with professional cleaners when appropriate.
• Help with tasks related to office furnishing, layout, and storage space management, with an eye toward creating a functional and well-ordered work environment.

WHO YOU ARE

Strengths and Temperament

• You're service-oriented with a "can-do" attitude: your best work is enabling your colleagues to do their best work.
• You're genuinely interested in helping the team succeed.
• You're organized and detail-oriented without being rigid; adaptable when plans change and able to prioritize competing requests.
• You're willing to own the small but important stuff that keeps the office running smoothly, even when it's behind-the-scenes.
• You look for what needs doing rather than waiting to be asked.

Qualifications

As a representative of the Dominican Province of St. Joseph and the PFIC, applicants must be practicing Catholics in good standing who assent to and profess the Catholic faith in its entirety as presented in the Catechism of the Catholic Church. 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.

COMPENSATION AND BENEFITS

• This is a full-time, salaried role with health benefits, a 403B retirement plan, and potential for growth over time.
• In addition to 2 weeks of paid vacation and public holidays, the PFIC provides paid leave for select Catholic Solemnities (e.g., St. Joseph's Day, the Triduum) and an extended Christmas Break in line with the PFIC academic year calendar.