Administrative Assistant at Archdiocese… · Location…

Administrative Assistant

The Archdiocese of Chicago (AOC) is thee 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.

The Administrative Assistant to Externs and Religious is an administrative professional who reports directly to the Director of Administrative Operations. 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 broad knowledge of department operations and procedures, as a high level of experience, discretion, and technical skill.

General Duties and Responsibilities

• Proactive focus on advancing the ministry of the Office for Extern and International Priests and Office for Religious
• Serve as resource to extern priests and religious communities as requested.
• Provide office reception: answering phone calls promptly and courteously, greeting visitors and determining access to specific individuals.
• Maintains the calendars for each director, schedules appointments and sends calendar invitations, makes travel arrangements as required.
• Creates and collects information for meetings and produces documents, reports, and presentations for the directors.
• Prepares correspondence and communicates with individuals, clergy, parishes, agencies, and other external organizations.
• Facilitate hospitality for meetings and visitors.
• May assist in the creation of the draft of agencies budgets; reviews agencies monthly financial statements and reconciles corporate card accounts, prepares A/P expense 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 files.
• Maintains and updates all IT and telecommunication needs.
• Coordinates as a team member with other departments and provides coverage, as necessary.
• All other duties as assigned.

Communication/Information

• Respond appropriately to external inquiries.
• Prepare and edit documents and presentations, collecting, and reporting information.
• Creates and maintains archives of correspondence, including priest files and other records that may contain confidential information.
• Attend staff and other meetings related to responsibilities.

Education

• Education required: Bachelor’s degree or equivalent.
• Experience required: Minimum of seven (7) years in corporate or non-profit setting; three (3) years proficient Archdiocesan experience in administrative position preferred.

Qualifications

• Knowledge of administrative procedures including managing files, records, mailing lists, and databases.
• Excellent verbal and written communication skills.
• Proficiency with standard office technology (MS Word, email, calendar systems).
• Superb professionalism; highly organized self-starter with ability to work effectively and proactively without close supervision and able to prioritize with attention to details and deadlines.
• Strongly preferred Spanish oral and written skills; ability to speak and read Polish a plus.
• Knowledge of Catholic faith, hierarchy, and protocol; understands and supports mission and purpose of the Catholic Church.
• Ability to interact professionally with clergy and laity of the Archdiocese, the Catholic community, and the public; pleasant demeanor and excellent judgment with sense of discretion and confidentiality.
• Understanding of Archdiocesan policies and guidelines; Hiring preference will be given to practicing Catholics.

The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.

This position has an hourly range of $25.70 - $31.48. An employee’s pay within the hourly range will be based on many factors including but not limited to: relevant education, qualifications, experience, skills, geographic location, and organizational needs.