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Full Job Description
THE CATHOLIC DIOCESE OF CLEVELAND
Executive Assistant to The Secretary for Catholic Education/Suprintendent of Catholic Schools
Full-time, non-exempt
The Catholic Diocese of Cleveland was founded on April 23, 1847. Under the leadership of
Bishop Edward C. Malesic, It is the twenty-third largest diocese in the United States. The diocese encompasses the counties of Cuyahoga, Summit, Lorain, Lake, Geauga, Medina, Wayne and Ashland. There are more than 692,000 Catholics in the Diocese, and Catholic Charities-
Diocese of Cleveland is one of the largest diocesan systems of social services in the world. There are 185 parishes, 107 Catholic schools, 1 pastoral center and 1 mission office within the diocese. The cathedral is the Cathedral of St. John the Evangelist, located in downtown Cleveland.
RESPONSIBILITIES:
Provides high level professional, administrative, secretarial, and clerical support to the secretary of Catholic education/superintendent of Catholic schools and as needed, provides such support for other directors in the Office of Catholic Education.
Under the direction of the leadership of the Office of Catholic Education, schedule and organize complex activities to include meetings, travel, special events, and conferences. Manage the calendar and schedule of superintendent and other leadership and facilitate changes, ensuring accuracy and coordination of a multitude of commitments.
Plan, prioritize, and organize the diversified office support needs, collaborating with and delegating to other administrative support staff.
Establish positive professional relationships with the various stakeholders with which the secretariat/office connects and collaborates.
Prepare general correspondence, record, process, and distribute meeting minutes. Review and assess incoming memos, submissions, and reports to determine significance and prioritize distribution.
Operate a variety of office technology hardware and software, manage files, make copies..
Create and prepare reports, memos, letters, charts, tables, graphs, and other documents using relevant computer software. Proofread copy for spelling, grammar, layout, and content.
Draft written responses or replies on behalf of superintendent when appropriate. Respond to routine requests for information.
Provide welcome and hospitable reception to visitors and staff. Arrange for appropriate meeting space and access.
Prepare weekly announcements from the secretariat, and other announcements as needed.
Using Diocesan and Office of Catholic Education protocol, track correspondence and maintain proper file retention.
Maintain accurate electronic files, maintain staff files, and financial files.
Facilitate financial payments, and maintain budget and expense accounts. Facilitate and process check requests.
Update the Diocesan Directory as needed and assist with statistics on personnel and activities of the secretariat.
Assist associate superintendent for secondary schools with Ohio High School Athletic
Association transfer forms, bargaining unit documents, meetings, vouchers and other tasks.
Coordinate timely submissions to the Diocesan Memorandum on behalf of the Secretariat.
Prepare grant applications and support grant process coordination. Collect and organize submissions and prepare communications for awards to recipients.
QUALIFICATIONS:
- Dedication to the mission of the Catholic Church, Catholic education, and the traditions, values, and teachings of the Catholic Church.
- Associate’s Degree or completion of two years of post-secondary education. Bachelor’s degree preferred.
- Minimum of two (2) years of experience or formal training in business, office administration, or secretarial responsibilities.
- Demonstrated ability to work with highly confidential and sensitive information, and to handle calls and contacts of sensitive nature with professionalism, dignity, compassion, and diplomacy.
- Excellent skills in preparing and formatting written correspondence and documents.
- Experience and proficiency with a variety of software, data management, websites, etc.
- Excellent telephone and interpersonal skills.
- Dependability and accuracy in completing work assignments in a timely manner.
- Capacity and enthusiasm for being flexible and collaborative with other staff members.
- Dedicated to providing a highly professional experience and to participating in an office environment of respect, courtesy, support, and diplomacy.
- High school administrative assistant experience a plus.
FOR CONSIDERATION:
Please submit cover letter, resume, and completed Diocese of Cleveland Employment application.
Position will remain open until filled. Formal review process of all complete submitted materials to identify candidates for interview will begin on October 22, 2022.
Job Type: Full-time
Pay: $20.04 - $27.21 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
Experience:
- Microsoft Excel: 1 year (Preferred)
- Microsoft Powerpoint: 1 year (Preferred)
Work Location: One location