Office Manager & Special Events Coordinator - Campus Ministry

Location
Washington D.C.
Posted
May 05, 2018
Closes
May 28, 2018
Function
Management
Industry
Education
Hours
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Office Manager & Special Events Coordinator - Campus Ministry

Guided by Georgetown's Catholic and Jesuit tradition, with its abiding commitment to interreligious collaboration, Campus Ministry equips students to lead lives of deeper meaning, belonging and purpose. On campus worship opportunities include Roman, Jewish, Muslim, Orthodox Christian,

The Office Manager & Special Events Coordinator provides essential support to this mission by maintaining offices that are welcoming to diverse guests and supportive of colleagues, by supporting department and religious events that engage the larger campus community, by providing executive-level administrative support to department leaders and by providing essential organizational support to a vibrant department. Reporting to the Assistant Director for Administration, the Office Manager & Special Events Coordinator has duties that include but are not limited to:

Event Coordination

  • Coordinates all logistics (such as reservations, catering, décor, and coordination with internal staff) for departmental events (e.g., weekly Chaplains' Teas, New Student Orientation events, and interfaith events) and provides supplemental support to special chaplaincy events (e.g., Hospitality Sunday, Jewish High Holy Days services, and Diwali).
  • Establishes and maintains written standards of event hospitality for the department, taking into account the experiences and particular needs of diverse constituencies.
  • Recruits, hires, trains, and supervises a team of student workers to collaborate in planning, executing, staffing, and evaluating hospitality events.
  • Researches and contracts vendors to arrange catering, acquire equipment, and similar event arrangements.
  • Creatively directs menus and event staging.
  • Consults with event sponsors to create and oversee event budgets.
  • Assists chaplaincy staff to plan major religious events.

Office Management

  • Maintains professional, responsive, and welcoming environment for Campus Ministry offices on main campus, especially Healy 113 and G-01, including checking in regularly with colleagues to create a supportive office environment.
  • Manages scheduling of students' work assignments to ensure front office coverage of reception desk, phones, and email accounts; as well as adequate administration, program, and special-event support.
  • Maintains offices spaces, including scheduling regular cleaning and maintenance, and selecting appropriate office décor in consultation with Director.
  • Submits Facilities and University Information Systems work requests for all offices as needed and track completion.
  • Ensures weekly inventories and purchasing of program support materials and office supplies for Campus Ministry offices in Healy 113, 108, and G-01.
  • Manages use of Healy 113 conference room, including scheduling and upkeep.
  • Oversees procurement, maintenance, tracking, and disposal of departmental office furnishings, equipment, and technology, consistent with university policies.
  • Monitors office budgets and reconciles expenses with Central Business Office.

Executive Support

  • Provides executive support to Director of Campus Ministry and Managing Director.
  • Manages scheduling, correspondence and travel.

Department Support and Collaboration

  • Maintains current contact information for all staff, chaplains-in-residence, and department affiliates.
  • Coordinates staff meetings, retreats, and social gatherings.
  • Assists in candidate recruitment process as assigned by Director of Managing Director, including correspondence, scheduling, and coordinating travel.
  • Coordinates onboarding of all new staff in collaboration with hiring managers.

Requirements

  • Bachelor's degree
  • 3 years of relevant office and basic event-planning experience, preferably in a higher education and/or ministry context
  • Strong interpersonal and organizational skills, excellent verbal and written communications, and close attention to detail
  • Proficiency with Microsoft Word and Excel, Google apps and Cloud file systems
  • Ability to take initiative, manage competing demands, set priorities, and adapt quickly
  • Sensitivity to religious diversity and the ability to work collaboratively with colleagues of other faith traditions

Current Georgetown Employees:

If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu) using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.

Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

Similar jobs