Administrative Assistant

Location: Henrico

Description

The Catholic Diocese of Richmond is seeking an Administrative Assistant to support the Office of Black Catholics and the Office of Social Ministry.

The Office for Black Catholics fosters the rich diversity of the Black Catholic Community within the Diocese of Richmond. Its mission is to evangelize, enhance, and celebrate the contributions of persons of African descent and the gifts they have to offer the Church and society.

The Office of Social Ministry seeks to be rooted in Catholic Social Teaching enabling parishes to be beacons of social justice by fostering collaboration, spiritual growth, and formation among clergy, lay leaders, and volunteers.

The Administrative Assistant (AA) is a highly skilled multi-tasker who operates in a fast-paced, ever-changing environment for the Office for Black Catholics, and the Office of Social Ministry. This position will provide excellent customer service with both written and oral communication through in-person interactions, telephone, zoom and email correspondence. This position will be split 50% for the Office for Black Catholics and 50% for the Office of Social Ministry.

In addition, the AA assists with event planning, coordinating meetings, serving as the point of contact for expense reports, invoices, and credit card statements, and assisting in administrative aspects of the offices.

Responsibilities and Tasks:

Performs day-to-day administrative duties to include answering phone calls, distributing the mail, and greeting visitors for the Office for Black Catholics and the Office of Social Ministry.

Serve as the point of contact for telephone, email, and print communication for most office contact with parishes, campus ministries and donors.

Provides prompt and relevant responses by telephone, e-mail or print communications.

Manages event finances including check requests, invoicing, expense reporting, and deposits per Office of Finance procedures. Copies of all submitted items are filed by cost center per instruction.

Determine data required and manage the registration process from beginning to end for all assigned programs and events.

Performs general administrative duties to include maintenance of administrative files (both physical and electronic), operation of office equipment and preparation of correspondence.

Maintains accurate contact databases.

Opens, sorts and distributes incoming correspondence and sends out donation acknowledgement letters.

Prepares and distributes Newsletters for both Offices with text, pictures, links, feature articles, special events, etc.

Updates office websites as needed with text, links, pictures and U tubes video loads on a bi-weekly basis. Edits video loads to include closed captioning when applicable

Schedules Diocesan resources as requested.

Provide logistical and administrative support and note-taking for office meetings (to include and not limited to Commission Meetings, Task Forces, ad-hoc meetings).

Provides registration support for events for either office.

Implements logistical support efforts for events sponsored by the Center, to include but not limited to venue liaison, housing, food, maintenance services, and transportation.

Attends major events for the Office for Black Catholics and the Office of Social Ministries (approximately five per year).

Liaises with administrative assistants from other departments to handle requests and queries from leadership as requested.

Manages Black and Indian Grant distributions to parishes and schools in the diocese

Performs any other administrative duties as assigned

Requirements

Knowledge/Skills:

• Strong computer skills including:

o Microsoft Office (Word, Excel, PowerPoint, and Outlook)

o Web Design skills

o Diocesan systems (Parish Soft and Resource Scheduler)

o Online evaluation tools (i.e. Survey Monkey)

• Detail-oriented, creative and highly organized.
• Ability to multitask and prioritize tasks in an office setting and at events.
• Ability to work in a fast-paced changing environment.
• Ability to maintain pastoral sensitivity and confidentiality.
• Good "people skills" are required.
• A working knowledge of Catholic Church and Catholic Social Teaching.
• Cultural intelligence as well as knowledge and understanding of black culture.
• Must have a valid driver's license.

Education Required:

• Associates Degree is preferred.

Years and Types of Experience:

• 2 years office experience recommended.
• Paid or voluntary parish experience recommended.
• Project coordination or event planning experience is highly recommended.