P O S ITION SUMMARY:
The ILM Coordinator, under the supervision of the Director of Discipleship Formation and the Institute for Leadership in Ministry (ILM), administers the ILM and Advanced Lay Leadership (ALL) formation programs, develops and maintains procedures for theorganization of the Institute, and facilitates communication between the ILM/ALL staff, faculty, and students. The ILM Coordinator handles in-person classroom and Zoom sessions, and coordinates support services to the ILM and ALL students.
E S S E NTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
( Other duties may be assigned)
Program support
Coordinate the processing of student’s applications for new ILM candidates, and courses participants.
Maintain regular communication with students, courses participants and faculty.
Manage the Google Classroom platform—class syllabi, assignments, and handouts.
Attend to faculty requests as needed for ILM Wednesday, Saturday, and course sessions.
Initiates regular student correspondence and responds to students’ requests for material and information on ILM, ILM courses, and ALL students’ email, Google Classroom, Remind, in-person, and phone calls.
Prepares class announcements for ILM sessions.
Recruits and supervises group contact persons.
Update and distribute the ILM and ALL student directories annually.
Prepare brochures, information kit, and other social media publicity for ILM and ILM courses.
Maintain and support ILM student and ILM course participants’ records.
S t udent mentoring support
Coordinate mentoring assistance to students who fall behind the ILM requirements.
Keep track of students who need help regarding homework assignments.
Supports students with technical questions and provides computer assistance.
Recruit volunteers to mentor students and coordinate training.
Coordinate meetings between students and mentors and track students’ progress.
Maintain information with descriptions of homework assignments for each module and provide this information to mentors.
Other tasks as needed for the mentoring program.
ALL Students
Maintain and support student records and information from the Deacon Formation team and University of Santa Clara.
Assist with the administration of the Advanced Lay Leadership program.
Coordinate with the Deacon Formation program team on logistics for the ALL program
Schedule appointments between ALL students and director.
Assist set up of ALL annual retreat, coordinating with the Deacon Formation team.
Finances and Operations
Monitor supplies and orders when necessary.
Coordinate textbook ordering process.
Secure meeting space, catering, and equipment as needed
Handle the in-person classroom sessions and Zoom sessions of the ILM and ILM courses.
Attend to classroom needs—projectors, photocopies, and class information uploading.
Coordinate, prepare and set up hospitality for Wednesday and Saturday sessions, faculty lunch on Saturdays, and ILM courses.
Coordinate volunteers to help with set up and hospitality for ILM courses.
Communicate with Cristo Rey’s manager regarding any ILM needs or facility issues.
Schedule facilities for ILM courses.
Coordinates special events
Coordinates the ILM Orientation nights—set up, registrations, photos, assist students, introduce students to ILM apps and platforms, coordinates the sale of Spanish textbooks, etc.
Prepare the logistics of the ILM graduation—invitations, registrations, sitting charts, certificates, set up, etc.
Prepare and set up ILM third-year retreat—environment, hospitality, lunch, cleaning up, etc.
REQUIRED SKILLS/ABILITIES:
Ability to work under the supervision of the Director of Discipleship Formation and ILM.
Ability to work in collaboration with the ILM Coordinator.
Ability to work collaboratively and cross-functionally with all departments and offices in the Chancery offices.
Ability to write emails and reports.
Ability to work with Excel spreadsheets, update/data entry, and file organization.
Fluently speaking, reading, and writing English and Spanish
Must be able to work effectively with both faculty and students.
Must interact with many internal and external groups: Chancery personnel, pastors, parish staff, and volunteers.
Must be sensitive to, respectful of, and proficient in a multicultural environment.
Possess an awareness of and a commitment to service.
Must exercise discretion and maintain complete confidentiality.
THIS POSITION SUPERVISES: Volunteers
QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, ability or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Education and/or Experience: Bachelor’s degree preferred with a minimum of 2-3 years administrative experience or equivalent combination of education and experience. In addition, experience in working in ministries and an understanding of the Roman Catholic Church structure and ministry.
Language Skills: Fluently speaking, reading, and writing English and Spanish. Excellent interpersonal and communication skills in English and Spanish. Ability to translate documents from English to Spanish.
Reasoning Ability: Requires problem solving, decision making, ability to see cause and effect, and forecasting.
Technical Skills: Microsoft Office 365, Google Drive, Adobe Suite, WordPress, or other website software.
Certificates, Licenses, Registrations:
Physical Demands: While performing the duties of this job, the employee is regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects and talk or hear. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds.
Physical Environment: While performing the duties of this job, the employee will work in an individual office. The offices are situated next to one another. The space is wheelchair accessible.
Working Conditions: The employee must be able to work collaboratively, share responsibilities, and multi-task. The employee is expected to work evenings and some weekends as needed.
Other Requirements:
Must be a practicing Catholic.
Ability to articulate and communicate the vision, mission, and philosophy of the Diocese of San Jose.
An eagerness to collaborate with colleagues.
Ability to build professional trust.
Adept at collecting, analyzing, and responding to multiple forms of data.
Ability and willingness to operate with a complex, culturally and economically diverse environment, including a multicultural work force.
Salary Range: $27.00 – $30.00 per hour based on education and experience.
How to Apply: Interested candidates should submit a cover letter and resume at irma.g.alarconderangel@dsj.org
