Job Summary:
The Administrative Assistant reports to the Director of the Ethics and Integrity in Ministry (EIM) Office of the Diocese of Austin. The EIM Office operates the safe environment program with the mission to help prevent abuse of children and vulnerable adults through training and background checking of church personnel within the diocese. The Administrative Assistant provides administrative assistance to the Director, to assist the diocese in complying the Charter for the Protection of Children and Young People (the Charter) and Vos Estis Lux Mundi. Programs include, but are not limited to, educational programs, background check reviews, suitability for ministry, and the receipt and processing of EIM Notices of Concern.
Ministerial Character
The Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him. In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.
Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church.
Essential Job Duties:
- As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.
- Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
- Continuously grow in ministry by participating in religious ceremonies, training sessions, prayer, and reflection activities as directed.
- As instructed by the Director become familiar with and comfortable using VIRTUS Online to assist the Director to:
- monitor new accounts in VIRTUS Online daily and respond via email and phone to users as needed;
- provide support service via email and phone to parish and school EIM site administrators to monitor their location’s EIM compliance through VIRTUS Online; and
- communicate with VIRTUS support in order to assist diocesan end users
- help with aspects of live EIM workshops (e.g., scheduling requests and posting workshops on VIRTUS, securing facilitators as needed, and coordinating materials for distribution to facilitators and local site administrators);
- assist in the delivery of the youth education program, Empowering God’s Children, at parishes and schools; and
- maintain records of the EIM Office as well as compliance information for the annual audit and other reporting requirements.
- Help with the daily functions of the EIM Office such as processing office mail, managing office supplies, and processing payment of invoices.
- Coordinate administrative responsibilities for facilitator and local site administrator trainings.
- Assist the Director in providing necessary support to the EIM Review Board, the Bishop, and other diocesan officials.
- Assist the Director in promoting the EIM Office’s functions.
Knowledge, Skills and Abilities:
- Knowledge of the structure and basic teachings of the Roman Catholic Church.
- Knowledge of EIM policies of the diocese, the Charter for the Protection of Children and Young People (the Charter), and Vos Estis Lux Mundi.
- Knowledge of abuse reporting statutes in Texas.
- Ability to operate various word-processing software, spreadsheets, and database programs.
- Ability to provide excellent customer service and work effectively with staff, clergy, religious and laity.
- Ability to organize, prioritize and utilize effective time management techniques.
- Ability to maintain confidentiality at all times.
- Ability to carry out multiple tasks and meet deadlines.
- Ability to use effective and legal supervision strategies and techniques with assigned staff.
Minimum Qualifications:
Education and Trainings:
- Either: (1) Bachelor’s degree from a university; (2) Associate Degree in para-legal studies, communications, sociology, social work, criminal justice, human resources, law enforcement, or related field; or (3) 5 years of full-time experience in diocesan or parish employment.
Experience:
- None required if Education and Training Requirement is satisfied.
Language Requirement:
- English (proficient in conversing, reading, and writing).
- Spanish (proficient in conversing, reading, and writing). Preferred but not required.
Catholic Requirement:
- Must be a practicing Roman Catholic in good standing.
Licenses/Certifications:
- Valid Texas driver’s license.
- Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.
Working Conditions:
- All employees of the Diocese of Austin are engaged in ministry and closely tied to the Bishop in the exercise of his ministry and obligations to the church.
- The Diocese of Austin is an at-will employer.
- All buildings and vehicles owned by the Diocese of Austin are tobacco-free.
- Working in a fast-paced environment with priorities and plans that may change rapidly.
- Working on weekends, evenings and some holidays may be required.
- Will be exposed to religious ceremonies, conduct, and speech including Catholic Christian prayer and liturgical celebrations.
- Will be required to adhere to established dress codes, and conduct standards.
- May be required to use personal or diocesan vehicles to drive to parishes or other off-site locations.
- Traveling within and outside the diocese to meetings and other events may be required, and travel may include overnight lodging.
