Administration Assistant/Services Coordinator, Development
: Job Details :

Franciscan Friars, Our Lady of Guadalupe, Inc

Administration Assistant/Services Coordinator, Development

New York City

Organizational backgroundand Mission

We Franciscans owe our inspiration to Francesco di Bernardone, an affluent young merchant from the Italian town of Assisi, who in 1206 renounced his wealth and social status in favor of a life dedicated to God and the poor. His life and ministry inspired other men to join him and become the first Franciscan friars. Today, Francesco is known as St. Francis of Assisi, and the Order of Friars Minor comprises more than 100 provinces located around the world.

The Franciscans have a long, rich history of ministry to the poor and marginalized in the United States. In recent years, the number of religious in the United States has declined, and so, to strengthen their Franciscan witness in the U.S., six of the American provinces – Assumption of the Blessed Virgin Mary, Holy Name, Our Lady of Guadalupe, Sacred Heart, St. Barbara and St. John the Baptist – came together to form one new Atlanta-based province in October 2023.

This unification hopes to revitalize Franciscan life and ministry in the United States while modifying their governance structure.

The Gospel life of the Friars has four central components: first, to be men of prayer; second, to live as lesser ones, not making anything our own; third, to create a brotherhood of mutual care among ourselves; and fourth, to go about the world entering people's everyday lives as heralds of God's reign and agents of Gospel peace.

A bit about the role:

Under the direction of Head of Development, you will be responsible for providing administrative assistance to Department leadership and you will also provide project management leadership for key affiliates who are internal customers of the Development team.

Key Responsibilities

• Performs clerical duties such as typing, note taking, scheduling and managing daily mail to make certain that order is maintained within the office or department and documents are accurate; Responsible for establishing and maintaining official documents and records in appropriate files to ensure organization of materials.
• Provides project management oversight for Key Affiliate development initiatives. Tasks include (1) tracking and communication of deliverables and key milestones, and (2) maintenance and communication of client dashboards.
• Schedule and coordinate appointments, travel arrangements and arrangements for meetings and conferences to ensure effective management of calendars.
• Prepare routine letters, memorandums, agendas, presentations, forms, etc.;
• Screens telephone calls and resolves or refers them as appropriate; assists with some receipts, expense reports and invoices.
• Coordinate event plans and logistics (e.g. schedule)

About you:

• HS diploma or equivalent coupled with 7-10 years of administrative and clerical experience. Preference for post HS training and education and experience supporting legal and sensitive functional departments.
• Strong preference for previous experience with a faith-based (ideally Catholic) organization in some capacity. Appreciation of and alignment with the Franciscan and Catholic tradition is important, as is a willingness to learn and understand the mission of the Franciscans and the Catholic identity of the Order.
• Strong PC skills, knowledge and proficiency in Microsoft Office tools (Word, PowerPoint, Excel – familiarity with MS Teams is a plus.
• Strong written/verbal communication skills coupled with strong organizational skills and attention to detail
• Keen attention to detail.
• Experience with following document retention protocol.
• Previous experience managing sensitive and confidential information.
• Proven ability to develop and maintain effective work relationships across the organization.
• Familiarity with MS suite essential
• Exposure to Salesforce.com and social media interact very helpful
• Self-directed work style.
• Bilingual English and Spanish a plus- - verbal and written

Celebrating difference, together stronger

Franciscan values suggest we don't just accept difference — we celebrate and support it, as we demonstrate our spirituality for the benefit of people, particularly the underserved and marginalized. We are committed to providing an environment of mutual respect and making the world a better place.

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