Administrative Assistant

Summary/Purpose:

The Office for Evangelization exists to further evangelization efforts across the diocese with a particular emphasis on Saint Pope John Paul II’s vision for the New Evangelization and Pope Francis’s vision for missionary discipleship. The Office seeks to spearhead a radically new culture, aware of the signs of the times, in our parishes, schools, and college campus ministry programs that place a high priority on forming and sending missionary disciples into an increasing secularized society to be ambassadors of the Gospel message with new ardor, expression, and methods.

The Administrative Assistant assists with the daily operation of the Office for Evangelization by providing excellent customer service and communications to our customers through personal interaction in-person, telephone, and email. In addition, the Administrative Assistant assists with project coordination, event planning, registration, administrative and financial aspects of office events.

Supervisor and Employer :

Supervisor: Program & Project Manager, Office for Evangelization

Employer: Director, Office for Evangelization

Responsibilities:

1. Performs day-to-day administrative duties to include answering phone calls, distributing the mail, and greeting visitors for the Office for Evangelization.

2. Serves as the central point of telephone, email, and print communication for most office contact with parishes and campus ministries. Provides prompt and relevant responses by telephone, e-mail or print communications.

3. Processes all check requests, expense reports, and deposits per Office of Finance procedures. Copies of all submitted items are filed by cost center per instruction.

4. Manages event finances including check requests, invoicing, and reporting.

5. Determine data required and manage the registration process from beginning to end for all assigned programs and events.

6. Performs general administrative duties to include maintenance of administrative files (both physical and electronic), operation of office equipment and preparation of correspondence.

7. Assists with and helps coordinate the Unveiled Marriage Preparation Program, including several in-person, weekend events.

8. Assists with the development and support of a robust social media and web presence.

9. Creates online and hard copy marketing materials.

10. Maintains accurate contact databases as required by the office director.

11. Schedules Diocesan resources as requested by the office director.

12. Provide logistical and administrative support, and note-taking for office meetings (to include and not limited to Commission Meetings, Task Forces, ad-hoc meetings).

13. Provides registration support for events supported by the Office for Evangelization,

14. Implements logistical support efforts for events sponsored by the Center, to include but not limited to venue liaison, housing, food, maintenance services, and transportation.

15. Attends major events for the Office for Evangelization (approximately five per year).

16. Works collaboratively with other Diocesan offices to provide support for administrative tasks and events as requested by the office director.

17. Perform all other duties as assigned.

Performance Appraisal:

An appraisal is generally conducted on an annual basis.

Working Conditions:

Required working hours include:

• Regular office hours are 8:30 am to 4:30 pm (Monday through Friday). An unpaid one-hour lunch period may be taken from 12:00 to 2:00 pm daily

• Occasional evening and/or weekend work is required in the Pastoral Center or off-site at an event as needed. This may include overnight travel for up to 2 consecutive days.

Physical Demands:

Light physical effort required. Regularly required to sit for extended periods, stand, walk, reach, bend, lift, listen, talk and perform computer keyboarding. May need to transport items weighting up to 30 pounds. Will be required to drive Diocesan vehicles to events.

FLSA Status:

This position is non-exempt from the overtime and timekeeping provisions of the Fair Labor Standards Act.

• High school diploma required

• 3+ years’ administrative assistant experience

• Paid or voluntary parish or Catholic school experience preferred

• Project coordination or event planning experience

• Strong computer skills including:

o Microsoft Office (Word, Excel, PowerPoint, and Outlook)

o Web Design skills

o Diocesan systems (ParishSoft and Resource Scheduler)

o Online evaluation tools (i.e. Survey Monkey)

• Detail-oriented and highly organized

• Ability to multitask and prioritize tasks in an office setting and at events

• Ability to work in a fast-paced changing environment

• Ability to maintain pastoral sensitivity and confidentiality

• Strong interpersonal skills with a professional and friendly demeanor

• Must be a practicing Catholic, in good standing

• Must have a valid driver’s license

Job Grade: C

Pay Grade Scales: Pay Grade