Administrative Assistant

Administrative Assistant

Under the direction of the Chief Administrator-Pastoral Offices, the Administrative Assistant provides centralized administrative, operational, and project support for the Pastoral Offices.

The position serves as a shared administrative resource supporting the work of pastoral ministries, parish services, commissions, committees, and diocesan initiatives. Responsibilities include communications, scheduling, records management, event support, financial processing, data management, and office operations.

While the position may support multiple staff members and initiatives, all work assignments, priorities, deadlines, and performance expectations are established by the Chief Administrator-Pastoral Offices.

The Administrative Assistant serves the Pastoral Offices as a centralized administrative resource. The position reports directly and exclusively to the Chief Administrator-Pastoral Offices, who is responsible for:

• Assigning projects and responsibilities.
• Establishing priorities and deadlines.
• Balancing workload across Pastoral Offices functions.
• Resolving competing requests.
• Conducting performance evaluations.
• Providing ongoing supervision and professional development.

Staff members may request support within the scope of the position; however, collaborative working relationships do not constitute a supervisory relationship.

The Administrative Assistant is not responsible for independently resolving competing priorities among staff members, ministries, or projects. Questions regarding workload, priorities, or deadlines shall be referred to the Chief Administrator-Pastoral Offices.

Essential duties and responsibilities include the following:

Administrative Operations

• Provide comprehensive administrative support to the Pastoral Offices under the direction of the Chief Administrator.
• Welcome visitors and provide professional hospitality and customer service.
• Answer, screen, and route telephone calls, emails, and correspondence.
• Schedule meetings, appointments, and conferences.
• Coordinate calendars, meeting spaces, equipment, and logistical arrangements.
• Draft, edit, proofread, format, and distribute correspondence, reports, presentations, agendas, minutes, and other documents.
• Maintain electronic and physical filing systems in accordance with diocesan policies.
• Process incoming and outgoing mail.
• Maintain inventories of office supplies, forms, and administrative resources.
• Provide reception desk coverage as assigned.
• Appeal for Catholic Ministries contributions processing
• Maintain confidentiality regarding personnel, ministry, financial, and pastoral matters.

Communications and Information Management

• Maintain accurate databases, contact lists, mailing lists, and ministry records.
• Assist with newsletters, announcements, publications, and digital communications.
• Support website, social media, and electronic communication updates as assigned.
• Prepare routine correspondence and information packets.
• Compile data and prepare reports for leadership review.
• Ensure proper records retention and archival procedures are followed.
• Assist with English-Spanish communications and translations when qualified to do so.

Event and Program Support

• Provide administrative support for meetings, trainings, workshops, conferences, retreats, liturgies, and special events.
• Manage registrations using approved registration platforms.
• Prepare participant rosters, attendance reports, name tags, signage, and event materials.
• Coordinate hospitality arrangements, room requests, equipment needs, and related logistics.
• Maintain registration databases and participant records.
• Process event communications and follow-up correspondence.
• Assist with post-event evaluations and reporting.

Financial and Records Administration

• Process invoices, purchase requests, reimbursement requests, income vouchers, and other administrative transactions.
• Maintain budget spreadsheets and expenditure records.
• Track grant expenditures and supporting documentation.
• Assist with preparation of financial and operational reports.
• Maintain accurate administrative records in accordance with diocesan policies and procedures.
• Refer discrepancies, approval issues, or unusual transactions to the supervisor.

Project and Ministry Support

• Support administrative needs related to parish ministry consultation, pastoral outreach, formation programs, and other Pastoral Offices initiatives.
• Assist with project coordination and implementation activities.
• Maintain contact information for parishes, schools, volunteers, clergy,…