Office Manager, Hoya Kids Learning Center - University Human Resources

Washington D.C.
Jun 15, 2018
Aug 14, 2018
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.


Office Manager, Hoya Kids Learning Center - University Human Resources

Georgetown University, a leading employer in the Washington, DC metropolitan area, offers employees the opportunity to work with the most dynamic individuals in a caring, diverse and intellectually stimulating environment. Our staff and faculty contribute in a variety of ways to the exciting work being done on campus, in the nation's capital, and throughout the world.

Hoya Kids Learning Center (HKLC) is a child development and preschool facility caring for children of students, faculty and staff of Georgetown University. Dedicated to providing the highest quality child care in a safe, nurturing and loving environment, Hoya Kids fulfills a key component of Georgetown's educational mission to weave family needs into the fabric of the University community. 

The Office Manager, reporting to Hoya Kids Director, assists in the daily operations of HKLC in duties that include but are not limited to:


  • Serves as the face of Hoya Kids, greets visitors and parents, and answers all calls to the main office.
  • Serves as the main contact for newly enrolled families, coordinating the pre-enrollment and intake processes.
  • Uses ProCare management software to collect and manage all family data, and runs reports as requested.
  • Enforces and ensures compliance of D.C. Department of Health and OSSE health and immunization requirements regarding enrolled children.
  • Creates and maintains children's files - from intake to withdrawal.
  • Maintains accurate filing system for all administrative records.
  • Manages the snack food and supplies inventory, places food/supply orders, and oversees on-site delivery services.
  • Purchases office supplies, and coordinates the purchasing and/or scheduling of other products and/or services as requested.
  • Reviews and approves bi-weekly payroll for hourly part time employees.
  • Schedules and confirms all monthly fire drills. 
  • Serves as a floor marshal for Poulton Hall on the GU Emergency Management committee.


  • Prepares and organizes all billing records and invoices for families and agencies using ProCare.
  • Collects, records, and deposits tuition payments and other accounts receivables.
  • Assists in preparing all contracts.
  • Submits all receipts for procurement cards.

Facility Management

  • Maintains a neat and attractive appearance of the lobby and work area.
  • Ensures that supplies/deliveries are put away promptly.
  • Remedies any observed safety issues or, if necessary, submits work requests, and notifies the Director as appropriate.
  • Ensures that the office first aid kit is fully stocked and replenished as necessary.
  • Serves as main contact for all facilities and information systems work requests.
  • Serves as main contact with housekeeping services to request and coordinate special cleaning services and procurement of cleaning supplies.

Family and Child Support

  • Creates and maintains a safe and nurturing environment for all children.
  • Serves as first point of contact for general information Communicates any operational or event reminders - for example, tuition deadlines, event details, and closings - through the list-proc, and/or mailbox inserts.

Community Relations

  • Serves as HKLC spokesperson at the monthly HR New Employee Orientation, the annual Benefits Fair, and other university functions as needed.
  • Explains program offerings and application process.
  • Assists in planning and coordinating special events, meetings, and workshops, as needed.

Staffing Support

  • Assists in guiding 10 to 20 part-time student aides per semester in classroom placement, based on the weekly schedule and staff to child ratios.
  • Fills in as needed in the classroom.


  • Completion of some college coursework
  • At least 3 years of administrative experience - preference for experience in a school or child care center
  • Computer experience that  includes Macintosh computers, word processing and database software, spreadsheets, and various online purchasing platforms
  • Ability to work both independently and as part of a team
  • Ability to work efficiently in a front desk environment
  • Excellent organizational, communications, interpersonal, and customer service skills.
  • Some basic accounting and financial knowledge
  • A strong interest in working in an environment with children

Current Georgetown Employees:

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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

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.

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