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Diocese - Administrative Assistant III
Diocese Of San Jose
San Jose , CA 95101
Posted 3 months ago
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DIOCESE OF SAN JOSE Position Description POSITION TITLE: Administrative Assistant III POSITION SUMMARY:
Develops and maintains procedures for the organization of the Institute, administers the office, and facilitates communication between the Institute and other entities.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING: (other duties may be assigned) Administrative office duties Responsible for replying to student communication on ILM students email Perform reception and telephone duties for ILM office Provide secretarial support to the director as needed Word processing of reports, class materials, correspondence Maintain and update office files Monitor budget, process invoices, prepare check requests including all faculty stipends Monitor supplies and orders when necessary Secure meeting space, catering, equipment as needed Update and distribute ILM student directory annually Coordinate textbook ordering process Student support Serve as contact person for students Maintain status reports on student attendance and assignments Initiates regular student correspondence Prepare student summer mailing packets Faculty support Prepare faculty summer mailing Compile student evaluation sheets Attend to classroom needs: projectors, photocopies, uploading class information Communication Send monthly electronic newsletter Prepare Institute brochure and Information Kit.
Manages Student Databases Create and manage multiple databases: current students, graduates, withdrawn students, class lists Website maintenance ILM webpages: analyze data and update demographics, forms, photos, update as needed Manage Sitekreator website- class syllabi, assignments and handouts ILM class days Prepare and set up for Wednesday and Saturday sessions (Wednesday when the Institute is in session, work hours for this position are 2:00pm-10:00pm.
Saturday sessions, the work hours are 7:30am 3:30pm.) Tuition billing Process all student billings (Quick Books) to parishes and individuals Track scholarships by parish/individual Collect payments and prepare deposits Coordinates special projects e.g., Evenings of Prayer, graduation, and retreats.
OTHER OR SHARED RESPONSIBILITIES: Works with the Director to develop, review, and update policies and procedures as necessary.
Supports the Council of Lay Ecclesial Ministers in sending out quarterly newsletters and processing reimbursements.
THIS POSITION SUPERVISES: Recruits, organizes and supervises ILM volunteers and class contact people QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, ability or physical demands required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Education and/or Experience:Associates Degree with a minimum of 3-5 years administrative experience, or equivalent combination of education and experience.
Bi-lingual English-Spanish required
Proficient in Microsoft Office, Publisher, and Quickbooks.
Ability to maintain database files and merge documents.
Keep before him/her the Pastoral Plan with its emphasis on lay leadership.
This means attentiveness to the needs of the students, the needs of the faculty, and the needs of the parishes as articulated by the pastors.
Be able to work effectively with both clergy and lay people.
Interact with many internal and external groups: Chancery personnel, faculty, pastors, parish staffs.
Be sensitive to, respectful of, and proficient in a multicultural environment.
Exhibit hospitality in the office and at the Institute sessions and to do his/her best to create a welcoming environment for students and faculty.
Possess an awareness of and a commitment to service.
Be able to act with discretion and to maintain complete confidentiality.
Proactively approach and commit to do whatever is necessary to ensure the smooth functioning of the Institute.
How to Apply: Please submit cover letter and resume to .