Archdiocese of Chicago
Sr. Administrative Assistant
Archdiocese of Chicago, Chicago, Illinois, United States, 60290
The Archdiocese of Chicago (AoC) is the third largest diocese in the United States and serves more than 2.2 million Catholics. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 15,000 employees across its ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese's elementary and secondary schools comprise one of the largest U.S. private school systems.
POSITION SUMMARY:The Sr. Administrative Assistant to Externs and Religious is an administrative professional who reports directly to the Director of the Office for Extern and International Priests. This person assists the Director of the Office for Extern and International Priests and Vicar for Religious by providing organizational and administrative support in their multi-faceted responsibilities, as well as managing details that contribute to the effectiveness and efficiency of their ministries in accordance with Archdiocesan policies and guidelines. Requires a high level of senior administrative experience, discretion, and technical skill to effectuate efficient department operations and procedures.
General Duties and Responsibilities
Office Management
Proactive focus on advancing the ministry of the Office for Extern and International Priests and Office for ReligiousServe as resource to extern priests and religious communities as requestedProvide office reception: duties including answering phone calls promptly and courteously, greet visitors and determine access to specific individualsMaintains the calendars for each director, schedules appointments and send calendar invitations, makes travel arrangements as required.Creates and collects information for meetings and produces documents, reports and presentations for the directorsPrepares correspondence and communicates with individuals, clergy, parishes, agencies and other external organizationsFacilitates hospitality for meetings and visitorsMay assist in the creation of the draft of agencies budgets; reviews agencies monthly financial statements and reconciles corporate card accounts, prepares A/Pexpense and P-card coding. Places supply orders, procures services, equipment and services.Enters data into AOC personnel systems to maintain current information on priests and women/men religious in their personnel filesProvides support to the Events Team and Executive Assistant to the Vicar General as neededMaintains and updates all IT and telecommunication needsCoordinates as a team member with Intake Program Coordinator and Executive Assistant for Priest Placement and Development and provides coverage as necessaryAll other duties as assignedCommunication/Information
Respond appropriately to external inquiriesPrepare and edit documents and presentations; collecting and reporting informationCreates and maintains archives of correspondence, including priest files and other records that may contain confidential informationAttend staff and other meetings related to responsibilitiesGeneral
Regular attention to continuing education in areas of responsibilityMaturity and good judgment as representative of Director of Office for Externs and International Priests and Vicar for Religious
POSITION SUMMARY:The Sr. Administrative Assistant to Externs and Religious is an administrative professional who reports directly to the Director of the Office for Extern and International Priests. This person assists the Director of the Office for Extern and International Priests and Vicar for Religious by providing organizational and administrative support in their multi-faceted responsibilities, as well as managing details that contribute to the effectiveness and efficiency of their ministries in accordance with Archdiocesan policies and guidelines. Requires a high level of senior administrative experience, discretion, and technical skill to effectuate efficient department operations and procedures.
General Duties and Responsibilities
Office Management
Proactive focus on advancing the ministry of the Office for Extern and International Priests and Office for ReligiousServe as resource to extern priests and religious communities as requestedProvide office reception: duties including answering phone calls promptly and courteously, greet visitors and determine access to specific individualsMaintains the calendars for each director, schedules appointments and send calendar invitations, makes travel arrangements as required.Creates and collects information for meetings and produces documents, reports and presentations for the directorsPrepares correspondence and communicates with individuals, clergy, parishes, agencies and other external organizationsFacilitates hospitality for meetings and visitorsMay assist in the creation of the draft of agencies budgets; reviews agencies monthly financial statements and reconciles corporate card accounts, prepares A/Pexpense and P-card coding. Places supply orders, procures services, equipment and services.Enters data into AOC personnel systems to maintain current information on priests and women/men religious in their personnel filesProvides support to the Events Team and Executive Assistant to the Vicar General as neededMaintains and updates all IT and telecommunication needsCoordinates as a team member with Intake Program Coordinator and Executive Assistant for Priest Placement and Development and provides coverage as necessaryAll other duties as assignedCommunication/Information
Respond appropriately to external inquiriesPrepare and edit documents and presentations; collecting and reporting informationCreates and maintains archives of correspondence, including priest files and other records that may contain confidential informationAttend staff and other meetings related to responsibilitiesGeneral
Regular attention to continuing education in areas of responsibilityMaturity and good judgment as representative of Director of Office for Externs and International Priests and Vicar for Religious