Special Assistant to the Vice President for Mission and Ministry
- Job posted by Hoya Staffing Georgetown University
Special Assistant to the Vice President for Mission and Ministry
The Office of Mission and Ministry advances the Catholic identity, Ignatian heritage, and Jesuit mission of Georgetown University, the oldest Catholic and Jesuit university in the country. The office supports the integration of learning, faith and service through a broad array of programs that engage students, faculty, staff, University leadership, and alumni in the understanding and practice of our religious identity, values and commitments.
The Special Assistant supports the work of the Vice President for Mission and Ministry in advancing the Catholic identity, Ignatian heritage and Jesuit mission of Georgetown University. S/he manages the efficient operation of the office and provides executive-level assistance to the VP’s leadership, administrative, academic, programmatic, fundraising and pastoral responsibilities. Reporting to the Vice President for Mission and Ministry, the Special Assistant has duties that include but are not limited to:
- Provides senior-level administrative support to the Vice President.
- Manages the VP’s calendar: schedules standing meetings (direct reports, university peers, Jesuit Community Rector, alumni, donors, boards and committees, seminars, classes) and ad hoc meetings; schedules the VP’s daily/Sunday Mass presiding with director of Catholic Chaplaincy; anticipates and deconflicts adjustments to established schedule; creates or obtains briefing documents; and manages meeting logistics and support, including agenda management.
- Oversees hospitable reception of guests and visitors, and answers phones and office correspondence.
- Schedules and books Advancement and academic travel; reviews Advancement-provided itineraries for accuracy and feasibility (e.g., ensures adequate time between appointments for ground transfers); ensures necessary briefings and donor biographies are included; coordinates donor acknowledgement letter signature process; and works with Advancement officers on VP’s schedule and event participation (e.g., John Carroll Awards Weekend; Board of Regents.)
- Creates schedule and manages agenda for department all-staff meetings (2x semester) and retreats (1x semester); coordinates logistics, communications and meeting materials with Office Manager/Hospitality Coordinator, Managing Director, and Ignatian Programs Coordinator (for Calcagnini Center usage); and facilitates invitations to speakers, prayer leaders, invited guests.
- Manages logistics for visiting academics or church officials, including those referred to the VP by the President’s office (e.g., Jesuit university leaders, and Seminar on Jesuit Higher Education board); and schedules appointments with university partners, e.g., Global Engagement, Jesuit Community members, CSJ, academic departments.
- Develops visit itinerary with contact information for scheduled appointments, and arranges campus escorts to appointments.
- Coordinates the VP’s participation in the President’s annual Rome trip and other international meetings, including booking travel and coordinating with Advancement for donor/alumni appointments while overseas.
- Represents the VP’s office at MedStar-Georgetown University Hospital Pastoral Care or other university events if/when appropriate.
Program Coordination and Event Planning
- Oversees planning/logistics for programs hosted or co-sponsored by Mission and Ministry
- Coordinates the VP’s work on Jesuit programs, e.g., the Ignatian Colleagues Program and AJCU Jesuit Leadership Seminar, and other national or regional programs); facilitates identification of candidates to participate, communication with President’s office and AJCU/ICP, and travel expense reimbursement.
- Manages events delegated by the President’s Office (e.g., Jesuit Seminar on Higher Education Board meeting) and special events organized by the VP (e.g., Deep River book discussion; World AIDS Day speaker lunch): and arranges promotion, coordinates logistics with hospitality team, and coordinates hand-outs with speaker.
- For Dahlgren Chapel Sacred Lectures, generates invitation correspondence for the VP; manages travel logistics and reimbursements; schedules additional appointments or tours/field trips; obtains honoraria; engages and directs graphic designer and printer in creation of promotional materials; collaborates with department communications/outreach staff and students to develop and implement on-line and on-campus program promotion plans; corresponds with lecturers; generates internal university broadcast messaging and Mission and Ministry email bulletins; writes text for Sacred Lecture website; arranges hospitality, if desired; and processes honoraria payments and travel expense reimbursements.
- For Dahlgren Dialogues, works with Initiative on Catholic Social Thought and Public Life on logistics, program promotion, and speaker support; and handles budget transfers.
- For Jesuit Heritage Week/Ignatian Heritage Month, works with Ignatian Programs team in planning logistics; manage budget; coordinates hospitality for signature events; engages and direct graphic designer, printer, and t-shirt/swag vendors in creation of promotional materials and speaker gifts; coordinates digital and on campus marketing with communications/outreach staff and student planning committee; and ensures timely follow up thank you notes and gifts are delivered.
- For Cardinal O’Connor Conference Mass for Life, generates invitation letters to Bishops or Cardinals, as requested by head of the Catholic Chaplaincy; manages logistics if hotels or car service are required; and arranges for payment of honoraria and/or reimbursement of travel expenses after the Mass.
- Supports Jesuit Community university activities, such as annual Christmas Open House (campus communications), annual celebration of St. Ignatius Feast Day (e.g., campus and Holy Trinity parish communications, and event logistics such as space and catering).
- For Jesuit Mission Grants, responds to inquiries from faculty about the process or the status of their applications, and keeps applications organized in Box for VP and committee to review.
- Maintains up-to-date and archival records of faculty and staff participants in Ignatian formation programming sponsored by the department (e.g., Spiritual Exercises, faculty seminars, Magis Immersion trips), and those sponsored by the AJCU (e.g., Ignatian Colleagues Program, AJCU Jesuit Leadership Seminar; and compiles into annual report for President’s Office and other mission partners.
- Coordinates communications strategy for Mission and Ministry, including website, email, and social media presence.
- Compiles semi-annual report for the President’s office on department’s Catholic and Jesuit activities; works with department staff to obtain input on activities in an efficient way, e.g., Google drive document; and prepares final report and submits to President’s office.
- For MGUH Mission and Pastoral Care Annual Report, coordinates transmission of 2 hard copies to President’s office after VP approves (one for President and one for him to give to the Cardinal), and maintains digital archives of MGUH annual reports.
- Manages annual review and update of Mission and Ministry marketing materials (i.e., Mission and Ministry brochure, website and Spirit of Georgetown brochure and banners); and coordinates internal consultation process, writes and edits content, selects visual images, and works with designer and printer.
- Manages VP’s annual Christmas card project; works with VP to identify card and text in October; works with Advancement to update donor and board member names and addresses; schedules VP’s time for personalizing; and produces for mailing in early-December.
- Maintains record of homilists at major university liturgies (e.g., Mass of the Holy Spirit, and Jesuit Heritage Week).
- Records and transcribes confidential notes for MGUH Mission and Pastoral Care CPE chaplain interns and residents exit interviews (2x yearly).
- Responds to inquiries and disseminates information that is referred from the President’s office.
- Ensures efficient operation of Office of the VP.
- Manages the VP’s ProCard expense reporting; manages petty cash account per university Financial Affairs procedures; and invoices universities for VP speaking engagement or board travel.
- Processes invoices for goods or services that are not purchased by ProCard (e.g., catering, graphic design, and printing); deposits reimbursement or donation checks with the central business office; and notifies Advancement of donations received.
- Supervises Don Bosco Cristo Rey (DBCR) high school work-study student or other work-study student; provides a quality work experience for both by ensuring their interests and concerns are heard and they are included in department activities; and provides and facilitates networking experiences for DBCR student and exposure to department meetings and events.
- Staffs senior-level department search committees upon request; and assists the Office Manager with on-boarding new staff members, as needed.
- Coordinates dates with Facilities for placement and removal of Spirit of Georgetown banners and Jesuit Heritage Week banner.
- Ensures that routine and special maintenance of 108 Healy suite are submitted as Facilities work orders and assures that work is completed.
- Coordinates technology acquisition and support with the Office Manager (e.g., telephones, computers, and laptops).
- Serves as Healy Hall First Floor Marshal for Department of Emergency Management.
Teaching and Research Support
- Tracks the VP’s internal writing assignments, major service prayers and homilies, and internal addresses to students, parents, alumni, board of directors, board of regents, faculty, and staff.
- Researches and obtains articles, books, videos, and Jesuit materials for seminars and other programs; creates seminar materials, such as class rosters; and distributes books and other hard copy materials prior to class.
- Bachelor’s degree, preferably in a related field - Master’s degree preferred
- 5 years of work experience in a mission-driven environment
- Strong familiarity with the Catholic Church and knowledge of the diversity and complexity of other religious traditions
- Professional demeanor, emotional maturity, and the discretion to effectively represent the VP’s office.
- Excellent interpersonal skills and instinct for hospitality, strong attention to detail, and project management skills
- Excellent writing and proof-reading skills
- Proficiency with office productivity software, including Word, PowerPoint and Excel, Google for business apps, cloud storage tools, and basic website editing
- Proficiency in calendar management, travel management, program coordination, special project coordination, contact management and communication strategies
- An understanding of the professional protocols required for engaging diverse constituencies, including board members and donors
- Ability to draw on broad knowledge of the Catholic tradition, its commitments, structure, practices and tensions
- Familiarity with the practices and concerns of other faith traditions, and an understanding of the dynamics, challenges, and benefits of working in a multi-faith environment
- Preference for supervisory experience, program promotion experience, and experience working in a ministry environment
Minimum Education Required