Administrative Assistant

Job Summary:

The Administrative Assistant is responsible for providing support and administrative assistance to the offices of the Bishop, the Vicar General / Moderator of the Curia, and the Vicar for Priests. The position reports to the Vicar General / Moderator of the Curia and operates with some latitude for the use of independent judgment and initiative.

The Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him. In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.

Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church.

• As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.
• Daily administrative activities, including filing, reviewing, and processing mail; screening and responding to calls and messages; taking dictation; researching, drafting, and editing various documents such as correspondence, parish histories and various other documents as needed; some translation; special projects, and reports; and processing check requests.
• Support the Vicar General / Moderator of the Curia’s Office to include similar daily administrative activities to the Bishop, the Vicar for Priests, as well as special projects as assigned.
• Coordinate, set up, and assist with administrative needs for meetings, conferences, dinners, and other events in support of the bishop, vicar general, and vicar for priests.
• Assist in managing priest, deacon, and religious databases, including preparation of clergy and religious mailing lists as requested.
• Assist in the creation of presentation materials, agendas, packets, and handouts.
• Maintain busy calendars, coordinate meetings, book travel arrangements, and manage room reservations.
• Maintain a work schedule that maximizes availability to parishes, diocesan staff, and others.
• Other duties as assigned.

• Knowledge of the structure and basic teachings of the Roman Catholic Church.
• Knowledge of office practices, record keeping techniques, and file maintenance.
• Skill in writing and editing various documents.
• Skill in operating position-appropriate technology, including various word-processing and spreadsheet software, database programs, web browsers, and other typical office equipment and technology.
• Ability to provide excellent customer service and work effectively with staff, clergy, religious, and laity.
• Ability to always maintain confidentiality.
• Ability to organize, prioritize, and utilize effective time-management techniques.
• Ability to work in a fast-paced environment.
• Ability to carry out multiple tasks, complete tasks per established guidelines, and meet deadlines.
• Ability to follow instructions furnished in verbal or written format.
• Ability to work independently.
• Ability to communicate proficiently in English and Spanish (conversing, reading, and…