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Full Job Description
Essential Functions
The Office Coordinator’s primary function is to provide general administrative support and assistance to the Vice President for Mission and the Director of the Office for Ignatian Formation and Adult Spirituality and others who may be working on behalf of the Office.
Maintains an atmosphere of gracious hospitality and daily presence in the office
Welcomes and greets visitors both in person and via phone/e-mail/Zoom. etc.
Maintains a high level of confidentiality and professionalism
Maintains an orderly office space
Maintains office supplies, equipment, records and files
Manages logistical considerations for programs and events
Enters all Mission/Ignatian Formation/Adult Spirituality events in School Dude
Enters all Kitchen Requests
Procures supplies for department events
Manages printing and other production efforts necessary for the department and events
Runs errands related to the work when necessary
Maintains Clougherty Chapel Sacristy supplies / regular inventory /care of linens, pertinent tasks as requested, etc.
Assists the Vice President for Mission with scheduling, supporting, and facilitating various aspects of (but not limited to) the following activities:
Coordinates appointment schedules by planning and scheduling meetings conferences, and teleconferences;
Assists in the planning and implementation of events or programs;
Creates worship aids for the Masses that are prepared by the Office for Mission.
Provides support for the Mission Advisory Council;
Reads, researches, and routes correspondences;
Drafts letters and documents as requested or when appropriate;
Prepares reports and presentations as requested or when appropriate;
Initiates telecommunications with necessary staff/external partners;
Manages travel planning including making necessary arrangements;
Manages project completion processes as requested and when appropriate;
Provides support at meetings as warranted – arranging for hospitality, taking minutes, making notes, sending follow-up communique, etc.
Assists the Director for Ignatian Formation and Adult Spirituality with scheduling, supporting, and facilitating various aspects of (but not limited to) the following activities:
Individual and group opportunities for spiritual direction
19th Annotation of the Spiritual Exercises
Ignatian Conversations
Ongoing gatherings of adult members of the LHS community for prayer, and community-building
Monthly Take 10 Tuesdays
Monthly Birthday celebrations
Ignatian afternoons
Occasional TGIFs
Affinity group retreats/gatherings
Days of reflection for faculty/ staff departments and affinity groups
Parent Association activities
Advent Morning
Spring Day of Recollection for Women
Spring Day of Recollection for Men
Advent and Lenten Evenings
Ignatian Moments / Ignatian Mornings
Annual Colleagues’ (Faculty/Staff) Retreat
New initiatives
All other duties, as assigned by the Vice President and/or the Director.
Customer Service & Communication
Provides superior customer service and support through accompaniment, research, and prompt response to inquiries made by students, parents, faculty or other school administrators.
Requirements
QUALIFIED APPLICANTS MUST APPLY USING AN ELECTRONIC APPLICATION FOUND AT:
https://loyolahs.formstack.com/forms/employment_application_administrative_assistant_office_coordinator_office_for_mission
Applicants must upload a cover letter addressing their philosophies of education, updated resumé, and transcripts.