Administrative Coordinator at Diocese of Austin in Austin, TX

Description

Job Summary: 

The Administrative Coordinator is responsible for providing clerical and administrative support such as calendar support, travel planning and basic office management tasks. The position reports to the Chief Financial Officer and operates with some latitude for the use of independent judgment and initiative.  The position also supports the Director of Facilities and Risk Management with Diocesan wide insurance requirements.

Ministerial Character

The Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him.  In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community.  In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people).  He shares with them the apostolic mission and entrusts various responsibilities to them.  

Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description.  Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church.  

Essential Job Duties:

• As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.

• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.

• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

• Manage daily activities in support of the Office of Finance team by answering telephones and taking messages, mailing checks, organize information for special projects, prepare and manage correspondence.

• Arrange, organize, and oversee meetings, luncheons, trainings, and seminars.  

• Prepare presentations materials, such as agendas, packets, handouts, and slides.

• Organize meeting minutes for council meetings and various committees.

• Update webpages as requested.

• Document and verify corporate credit card transactions and process purchase requests and travel accommodations.

• Maintain Office of Finance’s documentation retention log, physically move files to storage annually or as needed, and track shred dates.

• Assist parishes with special event insurance applications and documentation needed.

• Maintain a work schedule that maximizes availability to parishes, diocesan staff and other customers.

• Assist with processing cash/checks received as member of count room team.

• Other duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of the structure and basic teachings of the Roman Catholic Church.

• Skill in MS Office products (Outlook, Word, Excel, Power Point).

• Ability to communicate professionally, both verbally and in writing.

• Ability to provide excellent customer service and work effectively with staff, clergy, religious, and laity.

• Ability to organize, prioritize, and utilize effective time management techniques.

• Ability to maintain confidentiality at all times.

• Ability to carry out multiple tasks and meet deadlines.

• Ability to follow instructions furnished in verbal or written format.

• Ability to thrive in a fast -paced setting.

Minimum Qualifications:

Education and Trainings:

• High School Diploma or GED acceptable to Texas Education Agency.

Experience:

• Two (2) years of experience in administrative assistant capacity that includes professional correspondence and managing schedules.

Language Requirement:

• English (proficient in conversing, reading, and writing).

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

• Valid Texas driver’s license.

• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

Working Conditions:

• All employees of the Diocese of Austin are engaged in ministry and closely tied to the Bishop in the exercise of his ministry and obligations to the church. 

• The Diocese of Austin is an at-will employer.

• All buildings and vehicles owned by the Diocese of Austin are tobacco-free.

• Working in a fast-paced environment with priorities and plans that may change rapidly.

• Working on weekends, evenings and some holidays may be required.

• Will be exposed to religious ceremonies, conduct, and speech including Catholic Christian prayer and liturgical celebrations. 

• Will be required to adhere to established dress codes and conduct standards.

• May be required to use personal or diocesan vehicles to drive to parishes or other off-site locations.

• Traveling within and outside the diocese to meetings and other events may be required, and travel may include overnight lodging.