Administrative Assistant (Office of Campus Ministry)

Job Type

Full-time

Description

POSITION SUMMARY: Provides clerical, secretarial and administrative support to the Department of Campus Ministry as well as other departments within the umbrella Catechetical Formation Office as needed. Interfaces on a regular basis with other diocesan department heads as well as outside agencies when sponsoring and/or co-sponsoring events.

ESSENTIAL FUNCTIONS:

• Prepares check requests for reimbursements, invoices, and credit card expense reports for approval.
• Maintains financial records and reviews financial reports for the department and individual campus ministry programs.
• Assists the Department of Campus Ministry with typing, filing, and distributing of minutes, agendas, memos and other daily office correspondence and phone messages.
• Assists with various projects in the Office of Campus Ministry, and umbrella Catechetical Formation Office, including but not limited to: College Discipleship Retreat, Diocesan Eucharistic Congress, Bishop's Youth Pilgrimage, Diocesan Catechetical Conference, Diocesan Youth Conference.
• Participate in regular staff meetings (Campus Ministry, Catechetical Formation, etc.)
• Coordinates travel arrangements, as necessary.
• Prepares stipends for program speakers.
• Maintains and manages office files and correspondence.
• Procures office supplies for common areas in the Catechetical Formation Office (coffee, paper, toner, etc.).
• Manages preparations for all scheduled meetings, workshops and in-service lectures at the Pastoral Center or any other venue, including room reservations, picking up lunches, designing flyers, forms and certificates, and registration.
• Develops and distributes promotional materials, flyers, etc. for electronic and hard mailings.
• Develop and maintain relationships with Campus Ministers, Catechetical Formation staff, Diocesan staff, and Parish staff.
• Assist department head with the hiring process (posting on relevant job boards, communicating with candidates, coordinating interview dates / times, and orient newly hired Campus Ministers to the policies and procedures of the Diocese).

• Practicing Catholic in good standing with the Catholic Church
• High school graduate or equivalent.
• Prior experience in an administrative position.
• Ability to read, write and speak English fluently, Spanish a plus.
• Strong verbal, computer, and interpersonal skills.
• Proficient in Microsoft Office Suite, especially Teams, Word, Excel.
• Familiarity with Raiser's Edge or other development/donor tracking software a plus.
• Time management skills for a multi-task environment; humor, grace and assertiveness.
• Ability to use general office equipment, computer, copiers, email, etc.
• Knowledge and understanding of Catholic teachings, practices, and organizational structure.