General Summary of the Position
The Administrative Assistant – Front Desk serves as the welcoming face of the University Catholic Center, providing administrative, clerical, and technical support to the Chaplain and Campus Ministers. This role ensures warm hospitality, operational excellence, and a safe, welcoming environment for all students, visitors, and guests.
Essential Duties and Responsibilities of the Position
Hospitality and Visitor Management
– Greet and assist students, guests, delivery personnel, and neighborhood visitors.
– Maintain building security by requiring non-students to sign in and verify student IDs as needed.
– Direct visitors requesting to speak with UCC staff and clergy and manage incoming phone calls.
Administrative Support
– Assist the Chaplain with mail, phone calls, correspondence, filing, and calendar management.
– Receive, unpack, route, and store mail and deliveries appropriately.
– Maintain the UCC facility/activity calendar and databases; resolve resource conflicts as needed.
– Prepare thank-you cards and manage inventory spreadsheets and vendor contact information.
Financial Coordination
– Collaborate with the Chaplain to count and record weekly collections.
– Handle financial reconciliation of invoices and expenses via Concur.
– Prepare check requests, approve invoices, and manage expense reimbursements.
– Perform monthly bank deposits and related financial tasks.
Safe Environment Coordination
– Process clearances, background checks, references, consents, and in-person interviews for required personnel.
– Send reminders for upcoming renewals.
Library Management
– Log and categorize donated books using the library program.
– Organize and maintain shelving space and ensure books are returned to their proper places.
Supply Management
– Oversee purchasing for building supplies, including janitorial, kitchen, and event materials.
– Perform online and in-person shopping at designated stores (e.g., Tom Thumb, Staples, Costco).
Event and Communication Support
– Plan and organize meals for Sunday and student events.
– Assist with preparation and setup for liturgical events, including Easter Vigil and Triduum.
– Support setup, cleanup, and lock-up for facilities as needed.
– Manage weekly communications using social media and mass e-mails.
Liturgical and Facility Maintenance
– Manage daily tidying of all building areas, including cleaning the kitchen, maintaining the lobby, and stocking supplies.
– Upkeep the Chapel and arrange flowers for Mass.
– Ensure the digital signage and bulletin are updated with upcoming events.
– Clean, fold, and store liturgical linens according to Church norms.
Student Engagement
– Welcome new visitors and provide tours.
– Engage with students after Mass or special events to foster a sense of community.
– Provide a listening ear and offer prayers to support students when needed.
– Ensure confidentiality and create a safe, trusting environment for all.
Position Requirements
Knowledge, Skills and Abilities:
– Strong organizational and multitasking abilities.
– Excellent interpersonal and communication skills.
– Proficiency in Microsoft Office and database management systems.
– Familiarity with communication tools (e.g., Flocknote, etc.).
– Familiarity with parish management software (e.g., GabrielSoft, ChMS, etc.).
– Familiarity with financial reconciliation and online purchasing platforms.
– Commitment to fostering a welcoming and faith-filled environment.
Physical Requirements Specific to the Job:
– Ability to perform light cleaning and organizational tasks.
– Willingness to work occasional evenings or weekends for special events.
Additional Information: This position is integral to the mission of the University Catholic Center, ensuring every student and guest feels valued, welcomed, and supported in their faith journey. All duties align with UCC’s commitment to spiritual growth, hospitality, and safety.
DO NOT REMOVE
This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas.
The Diocese of Dallas reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.
