Part-time ILM Administrative Assistant II, Chancery Office

POSITION SUMMARY:

The ILM Administrative Assistant II, under the supervision of the Director of Discipleship Formation and the Institute for Leadership in Ministry (ILM), administers the ILM Vietnamese track program and develops and maintains procedures for the organization of the Institute. The ILM Administrative Assistant in collaboration with other ILM staff manages both in-person classroom and online sessions, and provides support services for faculty, students, and graduates in Vietnamese.

This position also collaborates on initiatives that support the ILM community as a whole.

(Other duties may be assigned)

• Responsible for the processing of student’s applications for new ILM candidates, and courses participants.
• Maintain regular communication with students, courses participants and faculty.
• Create and manage multiple databases: current students, graduates, withdrawn students, class lists.
• Update Attendance Spreadsheets marking absences and any other remarks for records.
• Keep records of received students’ assignments, send homework assignments to instructors for evaluation.
• Process the assignments evaluated by the instructor, maintain students’ folders with copies, and return original evaluated homework assignments.
• Communicate with students via email and student portal on missing assignments.
• Update the spreadsheets for Homework, Evaluations & Attendance weekly.
• Initiates regular student correspondence and responds to students’ requests for material and information on ILM courses, via email, Google Classroom, Remind, in-person, and phone calls.
• Assist in compiling, processing, and mailing each student report to the corresponding pastor.
• Attend to faculty requests as needed for ILM Wednesday, Saturday, and course sessions.
• Manage the Google Classroom platform—class syllabi, assignments, and handouts.
• Compile evaluation reports for instructors.
• Maintain Wednesday and Saturday instructor evaluations on Google Forms.
• Prepares class announcements for ILM sessions.
• Supervises the group’s contact person.
• Prepare brochures, information kits, and other social media publicity for ILM and ILM courses.
• Support applications or platforms for communication with students and promotion, such as Remind, the Diocesan Website, and The Vine ILM pages.
• Schedule appointments between students and director and serve as translator if need it.

• Process the textbook orders.
• Handle the in-person classroom sessions and Zoom sessions of the ILM and ILM courses.
• Attend to classroom needs, including projectors, photocopies, and uploading class information.
• Help to prepare, and set up hospitality for Wednesday and Saturday sessions, faculty lunch on Saturdays, and ILM courses.
• Process invoices for students.
• Update ILM application, students, and faculty forms.
• Perform reception and telephone duties for ILM office.
• Provide secretarial support to the director as needed.

• Maintain ILM webpages and The Vine.
• Update the Student Portal for classes.
• Download and file Zoom recordings from sessions as need it.

• Assist during the ILM Orientation nights—set up, registrations, photos, assist students, introduce students to ILM apps and platforms, assist with the sale of textbooks, etc.
• Assist with the preparation and set up ILM third-year retreat—environment, hospitality, lunch, cleaning up, etc.
• Assist in the preparation of the logistics of the ILM graduation—invitations, registrations, sitting charts, certificates, set up, etc.
• Assist with the ILM Opening Mass reception and translations.

• Oversee volunteers to prepare student summer mailing packets.
• Oversee volunteers to prepare textbooks and materials as need it.
• Assist the Department for Evangelization on special projects.
• Act as an emergency back up to ILM Coordinator to handle evening or Saturday sessions.

• Ability to work under the supervision of the Director of Discipleship Formation and ILM.
• Ability to work in collaboration with the ILM…