Administrative Assistant

Description

The Pastoral Center of the Diocese of Beaumont exists to foster evangelical energy and excellence so that our ministries, parishes, and schools can more fully proclaim that Jesus Christ is Lord. We do this through selfless service, joyful Christian witness and a willingness to grow.

Selfless Service: A belief in the importance of our mission that is reflected in the performance of our duties.

1) On a daily basis, recalling the purpose of our mission.

2) Not allowing the challenges we face to hinder our dedication to Christ and His Church.

3) Willingness to be flexible with one’s time and schedule, and an availability to assist other departments when needed.

Joyful Christian Witness:
Flowing from one’s relationship with Christ, we are called to exhibit a joyful attitude and respect for others.

1) Commitment to daily prayer and weekly adoration and/or mass.

2) Acknowledge the good work of others regularly.

3) Weekly examination of one’s actions and a humble acknowledgment of mistakes.

Willingness to Grow: Openness to challenge ourselves with new ideas; growing in competence and confidence.

1) Ask for help when needed.

2) After a project ask for feedback and develop procedures for future reference.

3) Have open and receptive communication with other departments; be proactive.

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.

• 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…