College of the Holy Cross — Office Manager, Office of the College Chaplains

Office Manager, Office of the College Chaplains

About College of the Holy Cross:

Founded in 1843 in Worcester, Massachusetts, the College of the Holy Cross is among the nation's leading liberal arts institutions. A highly selective, four-year, exclusively undergraduate college of 3,000 students, Holy Cross is renowned for offering a rigorous, personalized education in the Jesuit, Catholic tradition.

Holy Cross highly values the unique skills, perspective, talents and passion that each employee contributes to its learning community. To work at The College is to accept an invitation to participate in the growth and development of all campus members, students, faculty and staff. The College's commitment to diversity is an important feature of the Holy Cross education. Informed by the presence of diverse interpretations of the human experience, Holy Cross is building a community marked by freedom, mutual respect, and civility. We seek others who support our values of diversity and inclusiveness. Job candidates of all diverse backgrounds who embrace the open and inclusive culture of Holy Cross are welcome and encouraged to apply.


Job Description:

Reporting to the Director, Office of College Chaplains, the Office Manager provides progressive, comprehensive and independent administrative and hospitality management in support of programming and events for the Chaplains' Office and the Joyce Contemplative Center. Responsibilities include overseeing the day-to-day office functions, scheduling and coordinating events, managing event billings, and coordinating maintenance of the Center.

This office manager must ensure that information from the Chaplains' Office is provided to campus in a timely manner and is responsible for assisting the retreat director with marketing, advertisement and communications pertaining to programs, events and retreats as well as for the ongoing maintenance of the department website. This administrator will collect, manage and analyze data from event feedback to provide guidance for improving future programming and event offerings.

This office manager is also responsible serving on the social media team, for managing the use of work study students. This individual will be dealing with confidential and personal matters on a daily basis and therefore tact, discretion and sound judgment are essential.

Major Areas of Responsibility

Manage the Joyce Contemplative Center, including:

  • Administer orientation sessions for non-chaplain retreat coordinators.
  • Provide retreat/program evaluation through the use of data collection and analysis. Produce database of student participation to assist with program assessment.
  • Oversee billing, including charges, billing, and payments for internal College groups and external parties that utilize the center.
  • Coordinate care of the Center (housekeeping, ITS, maintenance, grounds, dining services, etc.)
  • Administer campus-wide use of the Center, including scheduling and approving requests in consultation with the retreat director and maintaining priority usage by the Chaplains Office.
  • Disseminate information regarding center resources to students, faculty and staff.
  • Track Center usage and associated costs.
  • Assist with organizing events and monitor activities, as a part of the Contemplative Center team.
  • Partner with the building staff team on all matters of building maintenance, access, security, and other facility-related issues.
  • Manage vendors to ensure quality and timely work performed in compliance with service contracts.
  • Coordinate move-in and move-out transitions.
  • Enforce terms and conditions of agreements.
  • Possible after-hours and on-call availability for emergencies.

Campion House Operations:

  • Update Chaplains website
  • Serve as liaison with Graphic Arts, ITS and Physical Plant
  • Pay bills via check requests.
  • Order supplies for office and chapels
  • Oversee counting and disbursement of chapel collections
  • Place work orders in FAMIS
  • Complete Personal Service Agreements
  • Supervise office reception including overseeing student office assistants. Responsible for hiring, training and supervising office workers and contemplative center workers.
  • Greet all users and their guests in a professional, friendly and welcoming manner.
  • Ensure that equipment is accessible and well maintained.

Assist Director with Chaplains' Office finances, including:

  • Reconcile monthly statements for Chaplain and Campion House procurement cards
  • Assist Director of Domestic Immersions with the financial administration of programs.

Administer International Immersions, including:

  • Guide and assist chaplain leaders with outline/timeline of responsibilities, including applications, payments, liability forms, medical considerations, etc.
  • Provide documentation of risk management and liability to the College of the Holy Cross.
  • Ensure all necessary paperwork as it relates to student travel is completed.
  • Monitor student payments.

Serve on College committees, including:

  • HyHC App coordinating committee
  • Other duties as assigned.


Requirements:

  • Bachelor's degree required.
  • 3-5 years' experience with hospitality management preferred.
  • Ability to effectively write, edit, and design marketing materials.
  • Skilled in effective use of Social Media
  • Excellent ability to learn and use technology (software, apps, etc.) to facilitate project management.
  • Experience in successfully managing multiple projects.
  • Excellent communication skills.
  • Detail-oriented with excellent organizational skills.
  • Outstanding interactive skills; ability to work well with administrative staff and student personnel, as well as external community groups and organizations.
  • High energy and enthusiasm and excellent customer service skills.
  • Ability to successfully and effectively work in collaborative teams.
  • Ambitious and creative problem solver.
  • Ability to work independently and as a member of a team.
  • Demonstrate advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.
  • Able to work discreetly and maintain confidential information with care.
  • In support of our College Mission, strive to provide customer service to both internal and external customers with fairness, respect and dignity.
  • Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, and establishing professional and personal networks.
  • Relevant experience managing projects in a multifaceted organization. Experience with oversight of programs involving multiple constituencies
  • Higher education experience preferred.
  • Experience working with external vendors preferred.
  • Must be able to move light furniture (conference chairs and tables).

To prevent the infection and spread of COVID-19, and as an integral part of its public health and safety measures, College of the Holy Cross requires that all successful applicants show proof of full vaccination by an FDA-approved COVID-19 vaccine before beginning employment, unless an exemption from this policy has been granted. Applicants believing they need an accommodation of this policy because of a disability, sincerely-held religious belief, or otherwise should inform Human Resources after an offer of employment is extended; please do not include any medical, genetic, or religious information on your application materials.


Additional Information:

This is a full time, exempt-level position.

College Description

The College of the Holy Cross is a private, Jesuit Catholic, undergraduate institution serving approximately 3,000 students. Founded in 1843, Holy Cross is the oldest Catholic college in New England and has a tradition of academic excellence. It is located atop Mount Saint James in Worcester, Massachusetts. The picturesque, 174-acre campus is an award-winning and registered arboretum.

Region Description

Worcester is a city of approximately 170,000 people centrally located in the Commonwealth of Massachusetts. It is approximately one hour from Boston, Hartford, and Providence, and three hours from New York City. Worcester is known as the Heart of the Commonwealth. Worcester offers many cultural and recreational opportunities.

The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace.

A member of the Higher Education Consortium of Central Massachusetts (HECCMA).

To review our Employee Benefit Options, please go to: https://www.holycross.edu/human-resources/benefits


Application Instructions:

Please attach a cover letter addressing the position requirements along with your resume.

In your cover letter please address how your work supports the College's mission as a Jesuit, undergraduate liberal arts college (see http://www.holycross.edu/mission) and its core commitment to diversity and inclusion. For more information, please visit
http://holycross.edu/diversity.

To apply, visit https://holycross.interviewexchange.com/jobofferdetails.jsp?JOBID=135732

The College of the Holy Cross is a highly selective Catholic liberal arts college in the Jesuit tradition. It enrolls about 3,000 students and is located in a medium-sized city 45 miles west of Boston. The College seeks faculty members whose scholarship, teaching, advising, and on- and off-campus service demonstrate commitment to the educational benefits of a richly diverse community. Holy Cross aspires to meet the needs of dual-career couples, in part through its membership in Higher Education Consortium of Central Massachusetts (http://www.heccma.org) and the New England Higher Education Recruitment Consortium (https://new-england.hercjobs.org/)

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