Administrative Assistant (Office of Campus Ministry)

Clerical, Secretarial, and Administrative Support

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).

Requirements:

• 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.

Working Environment: 40 hours/week. Regular office hours at the Pastoral Center with some travel and occasional weekends for departmental programs, as well as other times as needed for Catechetical Formation programs.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing job duties employee is regularly required to use hands to finger, handle or feel and is required to talk and hear. Employee is frequently required to stand, walk and climb stairs. Employee must frequently lift and/or move up to 10 pounds. Job requires ability to see at close proximity, peripheral vision, depth perception and ability to adjust focus.