Administrative Assistant to the Auxiliary Bishop - Fast Hire

Job title

Administrative Assistant to the Auxiliary Bishop

Reports to

Auxiliary Bishop

Location

Archdiocesan Pastoral Center

FLSA Status

Non-Exempt

EEOC Classification

Administrative

The Archdiocese of Philadelphia and its entities is a Roman Catholic religious organization and that all employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Church.

Job purpose

The Administrative Assistant to the Auxiliary Bishop serves as a confidential secretary and provides executive-level administrative support to the Auxiliary Bishop.

Duties and responsibilities

The Administrative Assistant serves as the first point of contact between staff of the Archdiocesan Pastoral Center, parishes, schools and other institutions, as well as members of the general public, and the Auxiliary Bishop. S/he assists the Auxiliary Bishop with the various day-to-day clerical, administrative and executive aspects of his work both inside the Archdiocesan Pastoral Center and throughout the Archdiocese.

An Auxiliary Bishop is entrusted by the Archbishop of Philadelphia with pastoral care of a defined Episcopal Region of the Archdiocese. The Administrative Assistant coordinates this work by undertaking various duties, including but not limited to:

• managing the Auxiliary Bishop's calendar, schedules and liturgical preparation for parish visits, especially for the installation of new pastors, and celebrations of the Sacrament of Confirmation;
• coordinating with Masters of Ceremonies to assist in the above-mentioned visits as appropriate;
• coordinating the Auxiliary Bishop's meetings (in person, phone, virtual, etc.) with the Deans serving in the Episcopal Region;
• coordinating with the Office for Communications regarding various events the Auxiliary Bishop attends in the Episcopal Region.

An Auxiliary Bishop is also entrusted by the Archbishop of Philadelphia with oversight of a particular area of ministry withing the structure of the Archdiocesan pastoral offices. The Administrative Assistant coordinates this work by undertaking various duties, including but not limited to:

• scheduling and coordinating the Auxiliary Bishop's calendar and meetings (in person, phone, virtual, etc.) with the directors and staff of the offices involved in the area(s) of ministry for which he has oversight;
• coordinating with the Office for Communications and the director(s) involved in promoting the activities of the area(s) of ministry;
• coordinating the Auxiliary Bishop's participation in other meetings, especially with the archbishop's Senior Staff, and various archdiocesan boards, councils and agencies.

In addition, the Administrative Assistant will undertake various general duties in support of the Auxiliary Bishop, including but not limited to:

• maintaining office records in accord with archdiocesan policies;
• receiving, drafting, formatting and sending postal and email correspondence;
• receiving, scheduling and returning phone calls;
• recording and preparing Minutes of various meetings;
• maintaining office supplies and equipment, and ordering the same when needed;
• preparing travel arrangements for the Auxiliary Bishop;
• coordinating technical support for office internet and telephone service;
• maintaining financial records and submitting requisitions and requests for reimbursement to the Office of Financial Services.

Qualifications

Education: High school with further training and/or equivalent experience

Experience: Five (5) years in similar position preferred

Technical: Familiarity with Microsoft Office 365

Other: Ability to work with confidential and sensitive situations and information

Understanding of Catholic Church teaching, structures and mission

Excellent writing and editing skills

Excellent organizational, communication and relational skills

Ability to manage multiple tasks simultaneously and stay on schedule

Ability to prioritize tasks, be proactive, and supervise projects

Working conditions

Full-time; may require some evening and/or weekend meetings

Physical requirements

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tool or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 30lbs.

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY PEOPLE ASSIGNED TO THIS JOB. THEY ARE NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, DUTIES AND SKILLS REQUIRED OF PERSONNEL SO CLASSIFIED.