Administrative Assistant II-Office Marriage, Family and Spirituality

Description

To support the mission of the Diocese of Phoenix, this position provides comprehensive administrative support aligned with the daily functions of the Office of Marriage, Family Life, and Spirituality. The role is responsible for ensuring the efficient logistical management of the office and assisting the Director, the Marriage Preparation Coordinator (serving both English‑ and Spanish‑speaking communities), and the NFP Coordinator. This position is essential to the smooth operation of the office and plays a key role in advancing the Diocese’s mission of fostering strong, faith‑filled marriages and family life.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Manages communications on behalf of the Director and MFLS Coordinators, including phone calls, emails, and internal inquiries and ensures timely follow‑up.
• Welcomes and assists visitors, offering a hospitable and informative experience aligned with the mission of the office.
• Prepares and distributes correspondence, meeting minutes, forms, and reports; manages incoming and outgoing mail, memos, and invoices.
• Maintains accurate filing systems for both physical and digital records; ensures confidentiality and proper handling of sensitive information.
• Coordinates logistics for diocesan events and in‑person classes, including hospitality, reception, and material setup.
• Tracks and reports basic financial elements (fees, material costs, stipends) under the Director’s supervision; assists with credit card reconciliation and reimbursements.
• Supports budget preparation by providing financial summaries, monitoring event expenses, and maintaining clear financial records.
• Collaborates with MFLS staff to maintain inventory, communicate supply needs, and assist in budget planning.
• Assists with travel and lodging arrangements for staff and guest speakers.
• Assists in setting up events, maintaining files, and preparing reports.
• Manages online tools and databases for communication, registration, and internal coordination.
• Provides general support across office programs, ensuring smooth administrative operations and consistent communication flow.
• Provides administrative support for NFP office events, ensuring smooth coordination and execution at the discretion of the Director.
• Collaborates with the NFP Coordinator to design and distribute monthly communications (e.g., Flocknote newsletter) to instructors and the broader community; assists with additional outreach as needed.

• Uses digital tools (spreadsheets, databases, online forms, and virtual platforms) to support event registration, communication, and record‑keeping.
• Maintains accurate program records and databases related to marriage, family life, and spirituality.
• Coordinates website content and basic social media updates in collaboration with the Director; assists in managing online outreach as needed.
• Supports the design and dissemination of digital promotional materials for ministry programs and events.

• Participates in ongoing training and professional development opportunities to enhance administrative skills and ministry knowledge.
• Stays informed about current best practices and resources in the areas of Marriage, Family Life, Spirituality, and Natural Family Planning.

• Associate degree or bachelor’s degree in administrative assistant or similar field preferred.
• Well versed in the Catholic Church teaching on moral Catholic sexuality including Her teachings on contraception.
• Strong organizational and time‑management skills.
• Excellent communication and interpersonal skills.
• Willingness to learn and receive training in administrative and program‑related tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).​
• Ability to manage multiple tasks and prioritize effectively.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• A positive attitude and a strong commitment to providing excellent service.

• Previous experience in an…