Operations Assistant

Dominican House of Studies; Washington (District of Columbia); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health benefits

403B retirement plan

Paid vacation

Job summary

The Pontifical Faculty of the Immaculate Conception at the Dominican House of Studies is seeking an Operations Assistant to support daily operations, coordinate logistics, and assist with event planning. This in-office role requires strong organizational skills and a service-minded approach to help staff, faculty, and visitors.

Reporting to the COO, you will manage campus calendars, handle supplies, supervise part-time staff, and maintain office upkeep in a collaborative Catholic academic

Qualifications

• Prior office or operational/administrative experience preferred.
• Proficiency with Microsoft Office; willingness to learn Google Workspace and MacOS.
• Ability to work onsite in a faith-based academic setting.

Responsibilities

• Operational Support & Logistics: manage campus calendar and scheduling logistics.
• First point of contact for operational questions; liaise with COO and vendors.
• Monitor campus access, coordinate mail, shipments, and visitor reception.
• Organize internal events; support onboarding and staff scheduling.
• Assist with bills, reimbursements, and expense coding; special projects.

Skills

Service-oriented

Organized

Detail-oriented

Adaptable

Team player

Tools

Microsoft Office

Google Workspace

MacOS

Job description

Position: Operations Assistant
Location: Dominican House of Studies, Washington, D.C.

Institution: The Pontifical Faculty of the Immaculate Conception (PFIC)

Location: Washington, DC (Full-time, In-Office)

Job Description

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, internal coordination, event assistance, 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.

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

1. Operational Support & Logistics

• 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, communicating with vendors, and tracking status; liaison with the COO, Building Superintendent, and contractors.
• Assist with monitoring campus access and maintaining campus security.
• 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, 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.

2. Office Upkeep and 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 for the administration, faculty, staff, library, The Thomist, and the Thomistic Institute. 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

1. 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 care deeply about stewarding people, places, and things.
• You look for what needs doing rather than waiting to be asked.

2. 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.
• 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 (Dec 21 – Jan 2).

The Pontifical Faculty of the Immaculate Conception at the Dominican House of Studies is an institution sponsored by the Dominican Friars of the Province of St. Joseph. The person holding this position will represent the PFIC and the Dominican friars in public, will bear witness to and teach the Catholic faith, and will at times participate in (and even lead others in) Catholic prayers. 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.

Members of the PFIC team are encouraged to participate in the regular liturgical life of the Dominican friars (e.g., step away from work for Mass, the daily midday rosary, the divine office, etc.).