DIOCESE OF ST. AUGUSTINE CATHOLIC CENTER / FR. FELIX VARELA CENTER ADMINISTRATIVE ASSISTANT Reports to: Director, Office of Development & Stewardship Status: Full-time FLSA: Non-Exempt
General Summary: This role oversees the administrative needs required by the Director of Development & Stewardship and the Assistant Director of Development & Stewardship by utilizing effective verbal and written communication, technology and people skills. In addition to administrative tasks, the Administrative Assistant will be responsible for planning and organizing.
Essential Duties and Responsibilities: - Responds to specific and routine work assignments, requiring attention to detail, prioritization, and adherence to deadlines. Provides regular status updates and deadlines for completion to the director.
- Prepares and distributes materials and agenda items for meetings, including sending out meeting invitations and reminders, and taking minutes, as needed. Provides for and assists with set-up of meetings and luncheons; schedules visits for the director.
- Records and posts donor contributions received; prepares acknowledgment letters as needed. Makes sure all contributions received in the diocesan offices are submitted to the Fiscal Office for deposit and reconciliation.
- Maintains accurate records of database entries, donor contributions, and mailings.
- Assists director with all Bishop's Annual Stewardship Appeal campaign-related duties, including meeting and training preparation, employee presentation and tracking of participation, scheduling deanery presentations, parish materials and coordination of parish materials, and recording parish pledges/donation numbers received.
- Coordinates locations, invitations, receptions and reservations for BASA Crozier Society Masses of Thanksgiving with receptions and Ponce de Leon Dinner; prepares and mails volunteer thank you gifts.
- Records and submits all invoices and expenses to the Fiscal Office; reconciles all expense and contributions received for the Office of Development & Stewardship.
- Prepares monthly birthday and ordination anniversary cards for mailing to clergy and others, as needed. Creates reminders for Rejoice and Restore and Vision campaign donors.
- Screens and prioritizes phone calls or provides direct assistance to individuals within scope of authority and responsibility of the position, necessitating a high level of professionalism, empathy, tact, courtesy and diplomacy. Contacts and conversations frequently involve confidential and/or sensitive matters, necessitating a high degree of discretion.
- Maintains office supply inventory on hand.
- Creates neat and professional correspondence, free from error and with good grammar and proper English.
- Responsible to pay great attention to the schedules of the director, with special awareness of deadlines, important dates, obligations and commitments of the director, and providing timely reminders, as necessary.
- Other duties as assigned.
Knowledge, Skills, and Abilities Required - Knowledge of proper office management, administration, department mission, goals and objectives.
- Minimum high school diploma; associate degree or higher from an accredited college or university a plus.
- Ability to maintain confidential information; must be respectful of donor information and maintain privacy.
- Ability to respect, promote, accommodate and not be in conflict with the mission, moral and social teachings, doctrines, and laws of the Roman Catholic faith.
- Ability and experience to work in a respectful team environment with other diocesan personnel and the ability to maintain positive relationships with clergy, diocesan employees and outside contacts.
- Requires above average communication skills, including verbal, written and listening.
- Knowledge and skills in the use of technology as well as continuously looking for ways to use technology to make the office and individual responsibilities more effective and efficient.
- Must be proficient in English grammar, with the ability to clearly communicate information orally and in writing.
- Must be able to organize and prioritize work, be proactive, take initiative, resolve complex problems, follow through, and simultaneously manage multiple priorities.
- Ability to work independently, to plan, prioritize, organize and coordinate multiple work assignments.
- Ability to utilize independent judgment and with little supervision.
- Knowledge of proper spelling, grammar and punctuation to ensure that materials prepared; ability to read and comprehend various documents.
- Requires a high level of computer proficiency, managing various software-related applications, including, but not limited to, Database systems, Microsoft Office, Adobe Suite.
- Ability to utilize Outlook for email, calendaring, scheduling appointments, and setting reminders.
- Must be proficient in typing and managing various software-related applications; use of Internet/Intranet.
- Minimum three years of prior administrative experience.
- Must maintain a valid driver's license.
- Must successfully pass the required criminal background check prior to employment and every five years.
LANGUAGE SKILLS Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees and the general public.
MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands-to-finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORKING CONDITIONS The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Position may require employee to travel and drive one's own vehicle to various diocesan locations when necessary.