Administrative​/Clerical Coordinator, Office Administrator​/ Coordinator

Description

Work Schedule:

8am-5pm, Monday through Friday; occasional evenings and weekends.

Position Type:
Full-Time

FLSA Status:
Non-Exempt

The Coordinator provides strategic, implementational, administrative, and clerical support to the Project Director for Children’s Initiatives at MACC as well as to the Associate Director of Lifelong Learning. The Coordinator supports the directors with the day-to-day operations and workshop implementation of the projects, ensuring accurate execution of complex administrative processes and effective service to partners and stakeholders.

• Perform duties related to administrative and clerical support for the projects and serve as initial contact from inquiries.
• Provide consistent follow-up on complex administrative processes, ensuring accuracy, timeliness, compliance with internal procedures, and attention to detail in documentation and reporting.
• Interface with other departments and communicate with external organizations and other contacts, as requested by the directors, maintaining professional and solution-oriented communication.
• Maintain and manage the administrative filing system and files for the projects.
• Process and record Purchase Orders for payment of invoices and expenses incurred by the projects; track budget-related data and maintain financial documentation.
• Utilize Excel or other software as appropriate to develop, maintain, and analyze spreadsheets, to monitor project budgets, registrations, reporting metrics, and operational workflows.
• Design layouts of ads (i.e., all media – website, print, social, and the like), publications and other materials needed for marketing the regional projects and for inclusion in the School website, newsletter and public relations.
• Conduct outreach and foster relationships with various partners, dioceses, leaders, students, vendors, and representatives of both programs, providing responsive and professional customer service to stakeholders and collaborators.
• Assist the program directors in managing project dealings (such as contracts and arrangements) with printers, mailers, general advertisers, and suppliers, ensuring proper documentation and follow-through.
• Demonstrate flexibility and adaptability in managing shifting priorities, unforeseen challenges, and time-sensitive requests.
• Prepare information and documents needed for grant requests, reports, and other communications.
• Work collaboratively on tasks related to the projects, including coordination with staff and contract services.
• Assist in planning, developing, and conducting training events or workshops, including logistical coordination and participant communications.
• Coordinate the offices’ use of the holding files and archives of the programs, ensuring proper record retention practices.
• Assist the program director and the Associate Director of Lifelong Learning in scheduling, sending invitations, and conducting in-person and online meetings.
• Keep the program director and the Associate Director of Lifelong Learning informed of progress on assigned tasks and assist them in meeting deadlines.

• Regularly engage in personal growth, professional development, theological study, prayer, charity and justice work, and spiritual formation
• Adhering to safety training and protocols daily and taking precautionary measures to ensure the safety and well‑being of oneself and others
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization, including but not limited to students’ names and information, services rendered to students, donors’ names and gifts, board members’ information, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Morals Policy of the Archdiocese of San Antonio is mandator
• Every employee is required to take a solution‑oriented approach in their interactions and undertakings, as well as being a team member who promotes collaboration and commitment to the Mission and Vision of the organization
• Perform other duties as assigned.