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.
As Operations Assistant, you'll contribute to the day-to-day functioning of the school through operational support, 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 care-a welcoming onboarding lunch, organized office spaces-create the conditions for great teamwork and institutional flourishing.
WHAT YOU'LL DO
Office Logistics & Support
• Maintain and share a universal campus calendar, keeping it current and coordinating room and scheduling logistics as needed.
• Serve as the first point of contact for operational questions and requests (e.g., IT, facilities).
• Provide fobs and parking permits to faculty, staff, and students and maintain a log; 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, such as new staff onboarding lunches and similar gatherings that support community and culture within the school.
• Assist the COO in developing and distributing part-time worker schedules.
• Assist the COO and Controller with input of bills and reimbursements in Bill.com.
• 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-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
Strengths and Temperament
• Energetic, reliable, attentive, and genuinely interested in helping others succeed.
• Organized and detail-oriented without being rigid; adaptable when plans change and able to prioritize competing requests without stress.
• Service-oriented with a "can-do" attitude: your best work involves enabling your colleagues to do their best work.
• Willing to do the small stuff that keeps the office running smoothly.
• Intellectually curious and humble, eager to learn institutional context and systems.
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 (Dec 21 - Jan 2).
