Chief Operating Officer

Position:
Chief Operating Officer

Location:
Dominican House of Studies, Washington, D.C.

The Chief Operating Officer (COO) 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 COO provides institutional leadership in finance operations, vendor and contract management, human resources administration, facilities oversight, IT planning, compliance coordination, and organizational process improvement.

The COO 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 COO supervises:

• Other administrative personnel (e.g., receptionist/administrative assistant)
• Contractors and student workers

• 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.)
  • Collaborate with the President and the Treasurer to prepare the annual budget and supervise expenditures pursuant to the budget
  • Ensure staff understand and follow policies dealing with finances and expenditures
  • Prepare and submit financial data required for accrediting agencies and U.S. Department of Education reporting; assist with the annual external audit
  • Manage matters related to tax exemptions, procurement, and contracts, including oversight of legal and budgetary review processes
  • Collaborate with PFIC faculty and staff to ensure successful execution of conferences and special events
• Manage HR functions for approximately 25 staff, 15 full-time faculty, 5 part-time instructors, and 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
• Oversee employee benefits, health plans, insurance renewals, and retirement plan administration
• Coordinate payroll and supervise relationship with ADP (payroll service provider)
• Coordinate work schedules, timesheets, and assignments for student workers and contractors
• 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
  • Develop long‑range facilities plans tied to institutional mission and financial capacity
  • Ensure compliance with safety, environmental, and fire regulations
  • Coordinate campus space use and equipment lifecycle planning
• Information Technology and Systems Management
  • Direct the work of the IT Manager and ensure 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 and platform transitions
  • Ensure business systems integrate efficiently with institutional workflows
• Compliance, Accreditation Support, and Records
  • Coordinate operational data and documentation required for accrediting and regulatory agencies
  • Manage internal processes needed to produce accurate institutional reporting
  • Maintain required administrative records
• Strategic Planning & Organizational Development
  • Develop and maintain an institutional operations plan covering staffing, facilities, IT modernization, financial processes, and risk management
  • Provide the President with operational insights for long‑term institutional planning
  • Serve as a key member of the…