Administrative Assistant in the Office of the Permanent Diaconate - Archdiocese

The mission of the Catholic Archdiocese of Washington is to spread the light of the Gospel of Jesus Christ to the world. In the faithful pursuit of that mission, the Archdiocese is seeking an Administrative Assistant to the Office of the Permanent Diaconate.

This position will be responsible for all communication with Deacons and their spouses in formation served by the Office of the Diaconate.

Duties and Responsibilities

• Maintain all communication with Deacons and candidates in formation served by the Office of the Diaconate including appropriate follow-up.
• Maintain current databases and hard copy files for all Deacons, (240), and candidates and aspirants in formation (20) including retention of all relevant documents, processing changes of address, phone numbers, email, ministry, movement in or out of the Archdiocese and making necessary revisions to the records.
• Manage office operations including all office mailings, ordering supplies, generating check requests and purchase orders, and coordinating travel and accommodations for the Director’s annual conferences and Board meetings.
• Process all the documentation and communication regarding deceased deacons, as well as Letters of Suitability for deacons ministering outside of the ADW, deacon incardinations and excardinations, and deacon retirements.
• Routinely organize the annual Convocation of Deacons and Wives, Deacon Anniversary Celebration, the Mass for Deceased Deacons and Wives, three or four annual Deacon Workshops, one or two annual retreats for deacons and their wives, quarterly Deacon Council meetings; including preparing and forwarding invitations, registration information, materials for the event, conferring with ADW personnel regarding caterers and florists; preparing all necessary arrangement for the events, for example, gifts; communicating with Mass participants such as organists, cantors, and Mass ministers.
• Coordinate all continuing formation matters for Deacons, including arrangements for the periodic workshops, speakers, materials and other arrangements, for example lunch.
• With respect to the candidate formation program, schedule, issue invitations and prepare for the periodic Deacon Formation Review Board meetings to assess candidates; set class schedules for each semester, contact instructors regarding availability to teach courses each semester, prepare instructor agreements to teach and various other duties that arise during the year with the Diaconate Formation Program.

• In the bi-annual diaconate ordination year, prepare all necessary ordination documents for the Archbishop’s signature, coordinate with the Basilica on the ordination, prepare for the pre-ordination reception for candidates and families, and make other preparations as required, for example, the ordination gift.
• Assist in the Child Protection and Safe Environment process which is mandatory for all deacons, candidates and aspirants, including monitoring the VIRTUS accounts of all active deacons, candidates and aspirants, and preparation for the annual child protection audit.
• Assist in preparing the annual budget, specifically by gathering prior year actual expenditures and consulting with the Director and the Associate Director in forming the next fiscal year’s budget request; keep the Director and Associate Director informed about the ongoing budget parameters when planning or making various expenditures.
• Maintain docket of all required evaluations of active deacons and candidates in formation (as well as aspirants in formation) by pastors, formators and others so that they are forwarded and returned in a timely manner; insure that ministry agreements for active deacons and their pastors are completed and returned in a timely manner; insure that deacon funeral arrangements are forwarded, returned and maintained properly in our diaconate files; and create monthly updates for prayers for healing of infirmed deacons and their families.
• Compile records and prepare reports on the diaconate within the Archdiocese of Washington as required.
• Review, proofread and edit the monthly newsletter for deacons and wives, The Servant.
• Process all invoices, honoraria and stipends in Workplace.

Qualifications

Knowledge, skills and abilities

• Must be a practicing Catholic with an understanding and appreciation for the Catholic Church with a love for the faith and a desire to reflect that faith in each day’s work.
• Must have outstanding communication skills both verbal and written.
• Excellent follow up ability
• Outstanding organizational skills and ability to multi-task.
• Must be able to keep things confidential.

Education and experience

• Bachelor's degree or equivalent work experience
• High level administrative experience
• Experience in meeting organizing and follow up
• High level of technology skills and experience
• Experience in maintaining databases and report generation.
• Newsletter writing experience
• Knowledge of Workplace

Physical demands

The physical demands and work environment described herein are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities who are otherwise qualified to perform the essential functions.

Position type/Expected hours of work

This is a full-time 40 hours per week position