Chief Operating Officer

Job Description

Position Summary

The Chief Operating Officer is a senior administrative officer responsible for all business operations of the Pontifical Faculty of the Immaculate Conception (PFIC) at the Dominican House of Studies. Reporting directly to the President, the Chief Operating Officer provides institutional leadership in finance operations, vendor and contract management, HR administration, facilities oversight, IT planning, compliance coordination, and organizational process improvement.

The Chief Operating Officer ensures that the school's staffing, facilities, and financial systems support the academic and ecclesial mission of the PFIC in accordance with Catholic identity, the Order of Preachers' tradition, and the requirements of civil accreditors and the Holy See.

This is a full-time, in-office position that requires residency in the greater Washington, D.C. metro area.

The Chief Operating Officer supervises:
• Building Superintendent
• Information Technology Manager
• Other administrative personnel (e.g., receptionist/administrative assistant)
• Contractors and student workers

Duties and Responsibilities

1. Business Operations & Finance Administration
• Provide day-to-day leadership for all non-academic business functions of the institution.
• Oversee internal business processes, including bill payment systems, accounting workflows, procurement procedures, and reimbursements.
• Manage institutional relationships with external vendors (contractors, service providers, professional firms, banks, insurance companies, etc.).
• Collaborates with the President and the Treasurer to prepare the annual budget, and to supervise and track the expenditures of team members pursuant to the budget.
• Ensures that staff understand and follow policies dealing with finances and expenditures.
• Prepares and submits financial data required for accrediting agencies and U.S. Department of Education reporting, supported by the Treasurer.
• Assists with the annual external audit.
• Manages matters related to tax exemptions, procurement, and contracts, including helping develop and oversee an internal process for the legal and budgetary review of contracts.
• Collaborates with other PFIC faculty and staff to ensure the successful execution of PFIC conferences and special events (e.g., convocation, commencement, board meetings).

2. Human Resources Leadership
• Manage HR functions for:
o ~25 staff
o ~15 full-time faculty
o ~5 part-time instructors
o ~15 part-time contractors and student workers
• Oversee recruitment, onboarding, off-boarding, performance documentation, job descriptions, and personnel files.
• Maintain compliance with federal, DC, and ecclesiastical employment regulations as applicable.
• Oversee employee benefits, health plans, insurance renewals, and retirement plan administration.
• With the Treasurer, coordinate payroll and supervise relationship with ADP (payroll service provider).
• Coordinate work schedules, timesheets, and assignments for student workers and parttime contractors.

3. Facilities, Grounds, and Maintenance
• Supervise the Building Superintendent, groundskeeping contractors, and cleaning contractors
• Oversee daily operations related to buildings, grounds, equipment, and safety.
• Plan and implement maintenance, renovation, and capital projects under the direction of the President, including selection and supervision of contractors.
• Develop long-range facilities plans tied to institutional mission and financial capacity.
• Ensure compliance with safety, environmental, and fire regulations, and maintain documentation for inspections.
• Coordinate campus space use, room reservations for operational needs, and equipment lifecycle planning.

4. Information Technology and Systems Management
• Direct the work of the IT Manager and ensure that IT systems meet academic, administrative, and security needs.
• Make strategic recommendations on hardware, software, network, cybersecurity, and user-support systems.
• Oversee implementation of major system changes, upgrades, and platform transitions.
• Ensure that business systems (e.g., Bill.com, Expensify, Dropbox, Google Workspace, Salesforce, Populi, Asana, etc.) integrate efficiently with institutional workflows.

5. Compliance, Accreditation Support, and Records
• Coordinate operational data and documentation required for:
o Middle States Commission on Higher Education
o Association of Theological Schools (ATS)
o DC Higher Education Licensure Commission
o The Vatican's Dicastery for Culture and Education
• Manage internal processes needed to produce accurate institutional reporting.
• Maintain required administrative records.

6. Strategic Planning & Organizational Development
• Develop and maintain an institutional operations plan covering:
o Staffing structure and personnel development
o Facilities maintenance cycles and capital planning
o IT modernization priorities
o Financial process improvement
o Risk management and contingency planning
• Provide the President with operational insights needed for long-term institutional planning.
• Serve as a key member of the administrative leadership team.
• Assist the President with preparation of agendas for and reports to the Board of Overseers and the Board of Trustees.

7. Management & Leadership
• Directly supervise administrative staff responsible for business operations.
• Set clear performance expectations and conduct regular reviews.
• Foster a culture of professionalism, mission-orientation, and stewardship of institutional resources.
• Ensure compliance with institutional policies and Catholic values.

Required Qualifications
• At least a B.A. degree or its equivalent;
• Minimum 7-10 years of progressively responsible experience in administration, business operations, or organizational management.
• Organized, responsible, self-motivated, and detail-oriented;
• Comfort and precision in handling many projects simultaneously;
• Demonstrated supervisory experience overseeing staff and contractors.
• Excellent organizational, analytical, and communication skills.
• Ability to manage confidential information with integrity and discretion.
• Knowledge of the Catholic intellectual tradition and motivation to spread the faith by intellectual evangelization;
• Commitment to the Catholic identity and ecclesial mission of a pontifical faculty.

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.

All 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.).

Salary: Commensurate with experience

Benefits: Medical benefits and a retirement plan. Three weeks of paid vacation; in addition, PFIC employees receive paid leave for most public holidays and Catholic Solemnities (e.g., the Triduum, St. Joseph's Day, Immaculate Conception), plus from Dec. 21-Jan. 2 for the Christmas/New Year's holiday.

To apply fill out the form at this link: https://forms.gle/wMX2oeSHyQAVMYcm7

For any questions, please reach out to our Special Projects Officer at ctanega@dhs.edu

About the Employer

As a Roman Catholic pontifical institution belonging to the Order of Preachers and serving its evangelizing mission, enriched by the study of sacred doctrine, the Dominican House of Studies has as its primary purpose to provide a theological education that prepares students for ordained ministry in the Province of St. Joseph.

In this endeavor, it is faithful to the fullness of the magisterial teaching of the Catholic Church and committed to communicating that teaching in full. It takes St. Thomas Aquinas as its privileged teacher, in dialogue with contemporary thought.