Administrative Assistant

POSITION TITLE:

Administrative Assistant

JOB CLASSIFICATION:
Non-Exempt, Part-Time (24 weekly hours)

DEPARTMENT/PROGRAM:
Ecumenical & Interreligious Office

REPORTS TO:

Very Rev. Alfred S. Baca, Director of Ecumenical &Interreligious Office and Pastoral Provision

PAY RANGE: $27.00 - $32.00 based on experience and qualifications

The Administrative Assistant will provide support to the Office of Ecumenism and Inter-religion, which serves as a resource to promote Christian unity and understanding among faiths and to foster dialogue and friendship with members of Christian and non-Christian religious. Additionally, the Administrative Assistant performs duties related to the Office of Pastoral Provision, which assists Episcopal priests enter into full communion with the Catholic Church and to priestly ministry in the Church.

• Uses reservation software to schedule monthly meetings with Jewish leadership, Latter-Day Saints leadership, and the Ecumenical Commission.
• Coordinate meeting logistics, communication with attendees, preparation and distribution of meeting material, attend meetings to take minutes, and timely distribution of minutes. Provide refreshments at meetings.
• Coordinate, attend, set up and clean up for special events and meetings, such as the Orthodox/Catholic dinner meetings and annual Homeless Persons’ Interreligious Memorial Service.
• Assist with special Ecumenical events/assignments, such as scheduling speakers and processing check requests for vendors and speaker stipends.
• Uses reservation software to schedule monthly meetings with Jewish leadership, Latter-Day Saints leadership, and the Ecumenical Commission.
• Coordinate speakers and presentation materials for events, e.g., ensure IT and A/V requirements are met prior to and during the events. Provide refreshments for speakers in the hospitality room and clean hospitality room. Ensure all IT and A/V equipment is secured in locked cabinet, if applicable.
• Design and craft a quarterly newsletter with articles and photos, and distribute to diocesan employees and ecumenical and inter-religious leadership.
• Create and maintain a pictorial directory of ecumenical and inter-religious leadership.
• Work with IT to continuously update the Office of Ecumenism and Inter-religion and Pastoral Provision websites, e.g., upcoming events, radio interview links, photos, and videos.
• Collaborate with Diocesan departments, pastors, parish personnel, and outside organizations to plan and organize Ecumenical and Inter-religious devotional events and meetings, e.g., St. Jude relic, Missionary Image of Our Lady of Guadalupe, and Ecumenical Nicene Creed concert.
• Responsible for handling phone calls for department and forwarding to proper staff, if necessary.
• Prepare and submit check requests and process checks received.
• Assist with creating, copying, and scanning correspondence, some of which are confidential
• Provide limited administrative support to Commission members as needed.
• Check and distribute daily mail.
• Order and maintain office supplies.
• Maintain Director's Outlook calendar.
• Make Director's and Commission member's registration and travel arrangements as needed.
• Craft and/or edit notices that are published in diocesan-wide and pastor newsletters.
• May represent the Diocese or escort Bishop Vann to approved meetings and events.
• Ability to work in the Pastoral Center five days per week, some night and weekend work as necessary.
• Perform other duties as…