Administrative Assistant

Job no: 496603
Full time/Part time: Part-time
Location: South Orange
Categories: Staff

This position assists the Director of the Preaching as Hospitality Program at Immaculate Conception School of Theology with the management and implementation of the daily operations of the program. This includes assistance with major projects both on and off campus, including Evenings of Recollection, University Parish Mission, Pauline Preaching Clinic, and daily meditations for Advent and Lent. The Administrative Assistant maintains and updates databases, spreadsheets, and digital and physical files, manages the director’s schedule, and prepares meeting agendas. With the program director, the assistant collates data and assesses the program, drafting and submitting an annual report. This position allows for wide latitude in all aspects of the program’s daily implementation of policies, procedures, and events. It provides the staffing support needed to implement the long term strategic plans of growing the program and helping to develop a certificate program and ongoing preaching clinics.

Duties and Responsibilities:

1. Office Support: Provides administrative support to ensure efficient office operations. Maintains physical and digital filing systems. Answers phone calls and directs callers to appropriate personnel, schedules appointments, and responds to emails and other digital queries and correspondence. Manages calendars for Program Director and other staff members. Drafts and edits letters, reports, and other documents. Inputs and updates information in databases and spreadsheets. Prepares meeting agendas and takes meeting minutes. Researches as requested and compiles and summarizes information for reports or presentations. Works closely with other administrative staff and supports other colleagues as needed. Ensures that deadlines are met and adapts to changing priorities.
2. Event Coordination: Working with the Seminary Event Coordinator, prepares, manages, and assesses all events of the Preaching Program. Coordinates logistics for meetings an events, including room setup and catering. Such events and projects, both on and off campus, include Evenings of Recollection, University Parish Mission, Pauline Preaching Clinics, and daily Advent and Lenten meditations. The Assistant will attend Preaching events on campus, greeting and registering participants and assisting in general logistics of the event.
3. Communication Efforts: Working with the University Public Relations and Marketing Team and Seminary staff/administration, supports all communication efforts on behalf of the Preaching Program, contributing to the grant's strategic marketing plan, and giving input regarding advertisements and news and feature stories. Creates (and then updates in subsequent years): calendar of events; contacts Catholic publications of NJ dioceses for press coverage regarding overall project and individual events. Contacts individual NJ diocesan leaders in priest personnel, diaconal, and spiritual offices, inviting to various meetings and events at Seminary. Creates and disseminates flyers and advertisements for each project to diocesan papers as well as diocesan offices. Each year, disseminates a guided meditation to participants written by ICSST professors of Scripture and/or Pastoral Ministry.
4 Assessment: Assists administrative team by providing qualitative and quantitative assessment in support of annual report.
5. Special Projects: Provides administrative support for administration as needed.

Required Qualifications:

Bachelor's Degree (no specific field is required); at least 5 years of administrative support service; stellar oral and written communication skills; familiarity with standard office platforms, such as Microsoft Office.

Desired Qualifications:

5 years of work for the Church and/or an academic setting; Familiarity with the Archdiocese of Newark and/or any of the dioceses of NJ

Salary Grade:

Staff Non-Union - SN140

Exempt/Nonexempt: Nonexempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Days of work: Tuesday, Wednesday, Thursday; Evening Events projected to be twice a month on campus;

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.

Advertised: 06 Jan 2025 Eastern Standard Time
Applications close:

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Administrative Assistant