Archdiocese of Chicago
Administrative Assistant
Archdiocese of Chicago, Chicago, Illinois, United States, 60290
Overview:
Performs confidential administrative and secretarial assignments utilizing in-depth knowledge of Province operations, procedures, and personnel. Prepares letters, communications, and reports. Develops and maintains filing systems and ongoing lists. Responsible for handling calls, mail, and general emails for the Office.Responsibilities & Skills – Administrative Assistant to the OPC:
Coordinate between departments of the Denver Province.Electronic (Microsoft 365) and paper file management including personnel files.Assist with coordination of meetings and involved in special event planning including for the various types of meetings and gatherings.Familiarity with Provincial Policies and Statutes and dissemination of new binders and resources to communities.Gatekeeper for the executive leadership council; especially by building strong relationships with and keeping current with (arch)diocesan point people for direct access to bishops.Poise and self-possession when interfacing with general government and dioceses.Continuing education and promotion of Redemptorist charism with staff, donors, and other constituencies.Christmas, Congratulatory, Appreciation, Feast, and Jubilee cards.Other responsibilities as needed.Responsibilities & Skills - Office Administration:
Oversee the ongoing productivity of the Provincial Office.Assist with research and development, and implementation of productivity software for the office staff.Oversight of maintenance of office equipment (copier, scanner, printers, postal, etc.) and office supplies.Maintaining relationships with vendors.Answering/routing incoming calls.Regular use of Adobe Acrobat, Microsoft Office Suite including Excel and Publisher.Regularly update personnel lists, database, etc.Staff Meetings: provides secretarial services as directed (records/distributes minutes).Maintains calendar of events which occur on a regular schedule.Makes deliveries, pick-ups, purchases as requested.Other responsibilities as needed.Responsibilities & Skills - Member Services:
Processing assignment letters and letters of good standing and filing of the letters.Maintaining accurate and ever-shifting contact lists and Access personnel database. Running Access reports.Providing general information and helpfulness to members including civil documents, Five Wishes, sending personal items to archives, forwarding medication, etc.Management of necrology and memorabilia including annual updates and dissemination to communities.Other responsibilities as needed.Requirements:
At least three years of administrative experience as a secretary or related position in the Church with experience in office management. Knowledge and understanding of Catholic teachings, practices, and organizational structure is preferred. Ability to operate business office equipment and a demonstrated competence in computer software (all Microsoft Office products and database programs). Individual must have knowledge of database software (Access), be familiar with internet usage, spreadsheet software, and must be proficient with word processing software.Other Qualifications:
Ability to establish and rearrange priorities.Accuracy and professionalism in correspondence.Occasional flexibility with work schedule.Excellent oral, written, and interpersonal communication skills.Ability to approach people in a manner that is welcoming and promotes cooperation.Ability to maintain a high level of confidentiality.Maintains good working relationship with co-workers.
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Performs confidential administrative and secretarial assignments utilizing in-depth knowledge of Province operations, procedures, and personnel. Prepares letters, communications, and reports. Develops and maintains filing systems and ongoing lists. Responsible for handling calls, mail, and general emails for the Office.Responsibilities & Skills – Administrative Assistant to the OPC:
Coordinate between departments of the Denver Province.Electronic (Microsoft 365) and paper file management including personnel files.Assist with coordination of meetings and involved in special event planning including for the various types of meetings and gatherings.Familiarity with Provincial Policies and Statutes and dissemination of new binders and resources to communities.Gatekeeper for the executive leadership council; especially by building strong relationships with and keeping current with (arch)diocesan point people for direct access to bishops.Poise and self-possession when interfacing with general government and dioceses.Continuing education and promotion of Redemptorist charism with staff, donors, and other constituencies.Christmas, Congratulatory, Appreciation, Feast, and Jubilee cards.Other responsibilities as needed.Responsibilities & Skills - Office Administration:
Oversee the ongoing productivity of the Provincial Office.Assist with research and development, and implementation of productivity software for the office staff.Oversight of maintenance of office equipment (copier, scanner, printers, postal, etc.) and office supplies.Maintaining relationships with vendors.Answering/routing incoming calls.Regular use of Adobe Acrobat, Microsoft Office Suite including Excel and Publisher.Regularly update personnel lists, database, etc.Staff Meetings: provides secretarial services as directed (records/distributes minutes).Maintains calendar of events which occur on a regular schedule.Makes deliveries, pick-ups, purchases as requested.Other responsibilities as needed.Responsibilities & Skills - Member Services:
Processing assignment letters and letters of good standing and filing of the letters.Maintaining accurate and ever-shifting contact lists and Access personnel database. Running Access reports.Providing general information and helpfulness to members including civil documents, Five Wishes, sending personal items to archives, forwarding medication, etc.Management of necrology and memorabilia including annual updates and dissemination to communities.Other responsibilities as needed.Requirements:
At least three years of administrative experience as a secretary or related position in the Church with experience in office management. Knowledge and understanding of Catholic teachings, practices, and organizational structure is preferred. Ability to operate business office equipment and a demonstrated competence in computer software (all Microsoft Office products and database programs). Individual must have knowledge of database software (Access), be familiar with internet usage, spreadsheet software, and must be proficient with word processing software.Other Qualifications:
Ability to establish and rearrange priorities.Accuracy and professionalism in correspondence.Occasional flexibility with work schedule.Excellent oral, written, and interpersonal communication skills.Ability to approach people in a manner that is welcoming and promotes cooperation.Ability to maintain a high level of confidentiality.Maintains good working relationship with co-workers.
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