Administrative Assistant (Office of Campus Ministry

Position Summary

Provides clerical, secretarial, and administrative support to the Department of Campus Ministry and other departments within the Catechetical Formation Office as needed. Interfaces regularly with diocesan department heads and outside agencies when sponsoring and/or co-sponsoring events.

• 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 minutes, agendas, memos, and other daily office correspondence and phone messages.
• Assists with various projects in the Office of Campus Ministry and the 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.
• Participates 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.
• Develops and maintains relationships with Campus Ministers, Catechetical Formation staff, Diocesan staff, and Parish staff.
• Assists department head with the hiring process (posting on relevant job boards, communicating with candidates, coordinating interview dates/times, and orienting 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, and 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.

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.

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 the employee is regularly required to use hands to finger, handle or feel and is required to talk and hear.

The employee is frequently required to stand, walk and climb stairs. The 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.