Administrative Assistant Job at Archdiocese of Newark in Newark

POSITION DESCRIPTION

Position: Administrative Assistant

Department: Office of Vocations

Reports To: Associate Director

Classification: Non-Exempt

General Description

The Administrative Assistant handles all day-to-day operations, including clerical/administrative and budget tasks, and assists in the coordination of all programs for the Vocations Office.

Specific Duties/Responsibilities

The following specific responsibilities are representative of duties required in this position. They may be unilaterally but reasonably changed based on the working environment and ministerial needs.

The Administrative Assistant provides support in Office Administration (40%), Event/Program Support (40%), Budget/Bookkeeping (10%), and other duties (10%) including administrative support for The Francis House.

Office Administration (40%)

• Serves as support staff for both the Vocation Director and Associate Directors including preparing presentations for meetings.
• Coordinates schedule and calendars for all programs and events with Director and Associate Directors
• Maintains administrative efficiency in the office.
• Organizes and maintains filing system of the Vocations Office.
• Fosters exemplary communication and relationship building by:
  • Composing regular correspondence with parishes, schools, Archdiocesan offices, seminary personnel, and University offices.
  • Handling all communications and correspondence (phone calls, letters, emails, mass mailings, etc.) in and out of the office.

Event/Program Support (40%)

• Works closely with the Vocation Director and Associate Directors to execute all events and outreach needed to achieve the goals of the Vocation Office.
• Contributes to Vocations Office events, resources, and programs as needed.
• Ensures all marketing material for each program/event is completed and distributed in a timely manner, including, but not limited to, phone calls, flyers, and online outreach (including social media).
• Incumbent ensures setup and execution of events for the Office are completed in a timely manner; meeting all agreed upon deadlines.
• Assists in creating ads, reviewing, and proofreading social media posts, following up with consultant to ensure timely and accurate posts to social media.

Budget/Bookkeeping (10%)

• Bookkeeping and processing of all financial paperwork in timely manner.
• Assists the Associate Director in preparing the annual budget.
• Orders and maintains all office supplies.

Other duties as assigned (10%)

• Assist Director with correspondence, filing, and presentations.
• Act as a liaison between Francis House and Vocations Office.
• All other additional duties for Vocations and Francis House as assigned.

Qualifications/Skills

• Practicing Catholic with demonstrated fidelity to the teaching of the Catholic Magisterium, attested to by letter of recommendation from Pastor.
• Respect and love for the Catholic Priesthood, a positive individual with a vision for ministry.
• Understanding of and commitment to maintaining confidentiality.
• Commitment to always representing the Catholic Church and the Archdiocese of Newark in a professional manner with awareness of and sensitivity to the cultural diversity of staff, volunteers, and applicants.
• Strong administrative efficiency, detail-oriented, time management and project management skills
• Ability to organize logistics for programs and events from concept to conclusion.
• Strong and dynamic interpersonal skills.
• Ability to be a self-starter, openness to taking direction.
• Excellent written and verbal communication skills, with strong command of the English language, grammar, and professional tone.
• Significant demonstrated proficiency in technology and platforms including but not exclusive to Google Suite, Microsoft Office, Asana, Teams, Canva, MailChimp, Wix, and Zoom.

Education and/or Experience

Required:

• Associate degree or in lieu of an associate degree, certificate from secretarial or business school or the equivalent of 5 plus years office experience.
• Strong understanding and witness of the Catholic faith.

Preferred:

• Bachelor’s Degree
• Bookkeeping experience
• Experience working in a Church/Ministry setting.
• Bilingual English/Spanish.

Physical Demands

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Rev. 12/2024