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SUMMARY
The Senior Administrative Assistant will perform standard and advanced duties for the School of Diaconal Formation with limited direction. The position requires excellent organizational and communication skills, the ability to maintain confidentiality; advanced computer literacy, familiarity with Microsoft Office and the ability to work independently.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Assist the Dean of the School of Diaconal Formation in day-to-day Operations; schedule/maintain Dean's calendar, assist Dean with Rites of Election summary reports;
- Act as a liaison between the Dean, Formation Team, Faculty, SDF Students and Deacon Mentors; interaction with Clergy Office re: admissions;
- Regular communication with SDF students; transmission of pertinent information; Follow-up with students concerning notifications and returns, recording necessary paperwork, filing;
- Maintain Attendance Logs: Class attendance, Workshop Attendance, Retreat attendance;
- Event Coordination: Rites of Election, Workshops, Class nights, Days of Recollection, Community Picnic, Aspirant Orientation, Formation and Ordination Retreats. Prepare presenter confirmation letters, pastor notification letters, schedule/reserve rooms, create schedules, prepare check requests for stipends and expenses incurred for each event; recording of expenses; print jobs/packet prep surrounding events;
- Prep for Annual Formation Interviews; interaction with Deacons on Formation Team, transmission of all pertinent paperwork. Collect, record, file at appropriate time;
- Database maintenance; Updates as needed (Excel, Populi, SharePoint); communicate with other departments concerning statistical information. Statistical reporting annually to CARA;
- Safe Environment Coordinator for students enrolled in the SDF Program;
- Monitor Department Budget, prepare cash vouchers; working with the Finance and Operations Office to ensure departmental invoices are paid in a timely fashion;
- Ordination preparation including announcements, media coverage, photos, etc.;
- Transmission of prayer requests to community including requests received from the Office for Clergy. Gathering recent sick/deceased names for prayer of the faithful at workshops and rites.
- Maintain the Office; process incoming mail; manage office supplies and machine maintenance as necessary; other duties as assigned.
QUALIFICATIONS - Knowledge, Skills and Abilities
A high degree of precision, high level attention to detail
Self-Starter, managing multiple priorities
Ability to meet deadlines
High confidentially standard
Excellent verbal and written communication skills with the ability to compose letters and various correspondences
Willing to work Monday nights, other weeknights throughout the year, and some weekends
Understanding of the philosophy, mission and core values of the Roman Catholic Church and St. Charles Borromeo Seminary.
EDUCATION/EXPERIENCE
Associates Degree preferred
Five years of administrative assistance experience
Must be proficient in Microsoft Office Suite, Word/Excel, Publisher
Knowledge of Survey Monkey, Polldaddy and DISC Programs.
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Full benefits competitive with market standards