Administrative Assistant - Archdiocese of Washington

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Job description

Position Summary

The Administrative Assistant for the Office of Consecrated Life (OCL) supports the administrative needs of the Office of Consecrated Life including financial, legal, spiritual, administrative and vocational work for about 2,000 consecrated men and women in the Archdiocese of Washington (ADW). The position will also require some administrative work for the Secretary for Ministerial Leadership who will coordinate duties with the Delegate for the Office of Consecrated Life.

Duties & Responsibilities

Administrative

· Manage the logistics of meetings including scheduling, meeting rooms, catering, and communications.

· Assist delegate in sending out application to religious communities for O'Neil Grant Foundation

· Prepare letters to religious communities

· Works with internal Pastoral Center Offices to implement office mailings, generate check requests, and coordinate travel arrangements

· Prepare and communicate Letters of Suitability for the Office for Ministerial Leadership.

Office Management

· Order supplies on Workplace computer system

· Maintains accurate and current database and files of: religious men and women's communities, secular institutes and order of virgins

· Child Protection compliance of all in the ADW consecrated life: Assist religious communities to sign up for Virtus classes, and scheduling for fingerprinting and background checks collaboration with the Office of Child Protection

· Annual Mailings for Kennedy Directory

· Sends out communications for OCL events and as needed for deaths of consecrated persons

· Works with website and digital media office to publicize events for OCL

· Maintains databases of letters sent by Delegate, and letter templates such as Christmas and Easter Cards, short notes and acknowledgement letters

· Assist Secretary for Ministerial Leadership in the monthly distribution of the Clergy Newsletter

Canonical Intervention

· Assists Delegate to prepare for canonical interventions with religious communities both monastic and active and with consecrate virgins and members of the order of virgins

Special Events

· Assist Delegate with coordinating, planning and on-site logistics of days of reflection annually for religious

· Assist Delegate with coordinating, planning and on-site logistics of annual Jubilee Mass and Luncheon for religious including writing biographies for the Jubilarians submitted to the Catholic Standard

· Assist Secretary for Ministerial Leadership with priests annual Jubilee Mass and Dinner , Cardinal's Epiphany Dinner for Priests , and Deceased Priests Mass and Luncheon as needed.

Vocations

· Assist Delegate with coordinating, planning and on-site logistics of vocation discernment days annually for high school girls and another for college women

· Assist Delegate with coordinating, planning and on-site logistics 8th grade Vocations Mass annually

Qualifications

Knowledge, Skills and Abilities

· Good understanding of the Catholic Faith

· Excellent ability to communicate well on the phone, by email, and in person

· Ability to handle confidential and sensitive information

· Ability to project a professional presence to those in consecrated life, with other staff members, and the public by phone, email, or in person.

· Effective team player with strong interpersonal, communication, and customer service skills.

· Ability to handle multiple tasks under time sensitive deadlines

· Good capacity to work well with exterior deadlines as well as initiate her own

· Proficiency in suite of Microsoft Office tools: Excel, Word, Outlook, and PowerPoint,

Required Education and Experience

· Must be a is a practicing Catholic who supports the teachings of the Catholic Church

· Bachelor's Degree or related field or an equivalent combination of education/experience required.

· 3 or more years of Administrative Assistant experience

Work Environment

· This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

· The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Job Type: Full-time

Pay: $25.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Hyattsville, MD 20782: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Are you a practicing Catholic who supports the teachings of the Catholic Church?

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Office: 3 years (Preferred)
• Microsoft Excel: 3 years (Preferred)

Work Location: One location