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Assistant to the Director - Pastoral Services, Diocese of Grand Rapids

Diocese of Grand Rapids • Full-time • Grand Rapids, MI, US • $17 - $19 / hour • 3w ago

POSITION TITLE: Assistant to the Director

REPORTS TO: Director, Office of Pastoral Services

POSITIONS SUPERVISED: None

HOURS & FLSA STATUS: 40 hours per week, non-exempt

BROAD STATEMENT OF RESPONSIBILITIES:

Provide specialized administrative support to the Director of Pastoral Services, Director of Worship and Office of Pastoral Services projects as needed.

SPECIFIC DUTIES:

Director of Pastoral Services Support

· Provides clerical and secretarial support to the Director of Pastoral Services

· Maintains the Office of Pastoral Services contact database of parish staff and volunteers

· Provides technical support for projects/ministries within Pastoral Services as needed

· Prepares and file documents for programs, presentations, retreats, etc.

· Provides general correspondence and communications

· Performs general administrative duties including taking messages, scheduling rooms, making copies, proof reading, etc.

· Facilitates communication with pastors, parish staff and program participants as needed

· Maintains appropriate database and prepare mailings/e-mailings

· Coordinates and attend meetings and take minutes as requested

· Assists with maintaining up-to-date website information

· Processes invoices and check requests

· Makes necessary purchases for meetings as needed

· Provides support to Respect Life Office by managing social media and website and communicating with parishes about relevant events and resources.

Office for Worship Support

· Maintains communication with parishes, clergy, and others regarding Cathedral liturgies, especially Rite of Election (RCIA), Confirmation, the Chrism Mass and Ordination

· Keeps Diocesan Communications Office abreast of events for web site postings, social media, etc. Maintains and updates Worship page of the Diocesan website.

· Manages music and periodical subscriptions.

· Maintains records and distributes certification cards for Extraordinary Ministers of Holy Communion

· Provides administrative support in preparation for liturgies at the Cathedral, especially Rite of Election, Confirmations, Chrism Mass and Ordination.

· Coordinates with parishes to provide liturgical ministers for diocesan liturgical events at the Cathedral of Saint Andrew.

Event Coordination and Support

Promotion of events via e-mail, flyers, social media etc.
Process event registrations (mail, phone, e-mail and walk-in).
Prepare and coordinate event materials and handouts for conferences, workshops, and retreats (bags, folders, name tags, presentation materials).
Provide logistical preparations (room arrangements, off-site locations, set up catering, clean up)
Process evaluations for scheduled events.
Process incoming and outgoing payments.
Maintain ongoing project files.
Arrange travel and hotel reservations for event speakers.

Other

· Other duties as assigned

Qualifications:

· Bachelor’s degree in related field or equivalent relevant experience preferred.

· Three to five years’ experience in secretarial or administrative assistant roles.

· Fluency in Spanish and English preferred.

· High competency in Microsoft Office Suite (Word, PowerPoint, Excel, Access, Publisher), Internet navigation tools, SharePoint and other software applications.

· Ability to relate to a wide range of diverse cultures.

· Ability to work independently and with creative energy on a variety of projects in a prompt and timely manner.

· Excellent communication, interpersonal, and collaborative abilities.

· Knowledge of office equipment (i.e. telephone systems, scanners, copiers, postage meters, video/data projector, etc.).

· Must be able to work independently and in a team environment with a professional and diplomatic demeanor with the ability to schedule and prioritize projects.

· Discretion required: must be able to process and maintain confidential information.

· Practicing Roman Catholic. A familiarity with the parishes of the diocese is desirable.

· Requires knowledge of the Catholic Church, including in-depth familiarity with its structures, functions and institutions.

Job Type: Full-time

Pay: $17.00 - $19.50 per hour

Expected hours: 40 per week

Benefits: