The Archdiocese of Chicago (AoC) is the third largest diocese in the United States and serves more than 2.2 million Catholics. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 15,000 employees across its ministries, including Catholic Charities, the region’s largest nonprofit social service agency. The Archdiocese’s elementary and secondary schools comprise one of the largest U.S. private school systems.
Position Summary
The Sr. Administrative Assistant to Externs and Religious is an administrative professional who reports directly to the Director of the Office for Extern and International Priests. This person assists the Director of the Office for Extern and International Priests and Vicar for Religious by providing organizational and administrative support in their multi-faceted responsibilities, as well as managing details that contribute to the effectiveness and efficiency of their ministries in accordance with Archdiocesan policies and guidelines. Requires a high level of senior administrative experience, discretion, and technical skill to effectuate efficient department operations and procedures.
General Duties And Responsibilities
Office Management
- Proactive focus on advancing the ministry of the Office for Extern and International Priests and Office for Religious
- Serve as resource to extern priests and religious communities as requested
- Provide office reception: duties including answering phone calls promptly and courteously, greet visitors and determine access to specific individuals
- Maintains the calendars for each director, schedules appointments and send calendar invitations, makes travel arrangements as required.
- Creates and collects information for meetings and produces documents, reports and presentations for the directors
- Prepares correspondence and communicates with individuals, clergy, parishes, agencies and other external organizations
- Facilitates hospitality for meetings and visitors
- May assist in the creation of the draft of agencies budgets; reviews agencies monthly financial statements and reconciles corporate card accounts, prepares A/P
- expense and P-card coding. Places supply orders, procures services, equipment and services.
- Enters data into AOC personnel systems to maintain current information on priests and women/men religious in their personnel files
- Provides support to the Events Team and Executive Assistant to the Vicar General as needed
- Maintains and updates all IT and telecommunication needs
- Coordinates as a team member with Intake Program Coordinator and Executive Assistant for Priest Placement and Development and provides coverage as necessary
- All other duties as assigned
Communication/Information
- Respond appropriately to external inquiries
- Prepare and edit documents and presentations; collecting and reporting information
- Creates and maintains archives of correspondence, including priest files and other records that may contain confidential information
- Attend staff and other meetings related to responsibilities
General
- Regular attention to continuing education in areas of responsibility
- Maturity and good judgment as representative of Director of Office for Externs and International Priests and Vicar for Religious