Program and Project Coordinator in Crest Hill

Program & Project Coordinator

Agency: Buildings and Properties, and Legal

Reports To: Director of Buildings/Properties & Shared Services Administrative Lead

Position: Full-Time, Benefits, Non-Exempt

To support the Diocese of Joliet in its mission of encountering the living Christ, this position is responsible for serving as an administrative assistant to the diocese, pastors, and leadership staff in oversight and administration of the properties and buildings for the Diocese of Joliet. This position assists the Director of Buildings and Properties in managing diocesan facilities and other properties across the seven (7) counties that comprise the diocese.

Additionally, this position provides administrative support for the Diocese of Joliet General Counsel.

Administrative

• Transcribe letters and memoranda from recordings or notes for Buildings and Properties department and compose routine correspondence, reviewing for proper punctuation and grammar.
• Handle incoming calls, email, and mail for Buildings and Properties department.
• Organize and maintain a filing system so documents can be easily retrieved.
• Keep records of all contractors and architects placed on the diocesan approved contractors list reviewing all necessary back‑up materials.

Legal

• Prepare reports and documents, update and/or renew leases, prepare construction contracts for signature.
• Prepare general correspondence and/or mailings as needed.
• Schedule meetings as needed.
• Special projects as required.

Environmental

• Administer record management for all environmental issues within the diocese; record periodic surveillance reports and short‑term worker sheets.
• Maintain, file, record and coordinate asbestos documents, training, reports.

Construction

• Organize contracts, proposals, invoices, payments, lien waivers, leases, property sales and property taxes for diocesan properties and all parish construction projects exceeding $40,000, as well as documents related to environmental issues for review by director and signature by Bishop or Power of Attorney (POA) designate.
• Keep records of all projects, leases, and property transactions.
• Record and process invoices from contractors.
• Coordinate parish participation at the quarterly Buildings and Properties Commission meeting including securing materials from parishes and preparing presentation documents for the commission members.

Essential Job Functions listed above are not intended to be a complete compilation of functions.

• High School diploma required, some college.
• Strong knowledge of standard construction industry processes; familiarity with project management software is.
• Experience in a law firm, accounting firm or corporate office a plus.
• Ability to maintain strict confidentiality is required.
• Three – five years of administrative experience and high emphasis on competency with spreadsheets, grammar, spelling, and punctuation, along with the ability to meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Publisher, Outlook) and Adobe programs.
• Must support the mission, philosophy, objectives and policies of the Catholic Church and the Diocese of Joliet.

Salary range for this position is $22.00 - $28.00 per hour, depending on experience and qualifications.

• Medical, Dental, Vision Insurance, Basic Life and AD & D, Long‑Term Insurance, Flexible Spending Accounts, Defined Pension Plan funded by Diocese of Joliet, 403(b) Retirement Plan, Paid Personal Leave Days, and Paid Holidays based on holiday schedule approved for Blanchette Catholic Center.
• Voluntary benefits of Short‑Term, Critical Illness, Accident, Hospital Indemnity, and Permanent Life Insurance.

• This is a full‑time benefited non‑exempt position. Normal work schedule Monday through Thursday 8:00 a.m. – 4:30 p.m. and 8:00 a.m. – 1:00 p.m. on Friday. Additional time, as necessary.
• General office conditions.