Sorry, this job is no longer accepting applications. See below for more jobs that match what you’re looking for!

Diocese - Administrative Assistant III

Expired Job

Diocese Of San Jose San Jose , CA 95101

Posted 3 months ago

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Manages Student Databases Create and manage multiple databases: current students, graduates, withdrawn students, class lists Website maintenance ILM webpages: analyze data and update demographics, forms, photos, update as needed Manage Sitekreator website- class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

Technical Skills:
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 .
See if you are a match!

See how well your resume matches up to this job - upload your resume now.

Find your dream job anywhere
with the LiveCareer app.
Download the
LiveCareer app and find
your dream job anywhere

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Sr Administrative Assistant

BGC Partners

Posted 7 days ago

VIEW JOBS 11/9/2018 12:00:00 AM 2019-02-07T00:00 Newmark Knight Frank (NKF) is one of the world'sleading commercial real estate advisory firms. We provide a fully integratedplatform of services to prominent multinational corporations and institutionalinvestors across the globe, as well as to occupiers, owners and developers ofreal estate on a local, regional and national level. Togetherwith London-based partner Knight Frank and independently-owned offices, NGKF's14,100 professionals operate from more than 400 offices in established andemerging property markets on six continents. Job Summary: Works under thedirection of the Regional Operations Director, Director of Research and CFO indeveloping and implementing short and long range operational goals. Thisposition provides a range of administrative, clerical and logistic support toNC&C offices to improve the efficiency of operations. The tasksinclude, but are not limited to, maintaining an up-to-date listing of allcompany contracts and their expiration dates, contract negotiations, thedispatch of critical documents, generation of standard reports, meeting andevent coordination, data entry, checking of completeness of documentation,copying, setting up/maintaining files, and editing resumes and uploading towebsite. The position requires a flexible and independent work style,ability to multi-task, attention to detail, and follow-through. Essential Job Duties: * Reviews and edits agentresumes. Ensures they conform to Associated Press writing style. Uploadsresumes to NC&C and NGKF websites upon approval. * Creates NC&CChatter, uploads to intranet and distributes company-wide via email. * Assist with maintenanceof research and general office contracts, including correspondence with vendorsvia phone and email, price research and negotiation, and organization of documentation. * Assist with backend datacleanup (using MS Access) of company-wide relational database to ensureinformation accuracy and integrity. * Provides input andanalysis related to firm business and operations issues. * Attends and assists incoordinating AOM meetings (preparing AOM agendas, meeting materials and meetingminutes, and monitoring follow-up action items) . * Liaison between NGKF andNC&C on operational contract issues. * Attends and assists incoordinating Kick-Off meetings and company events. * Liaison between IT andcompany. * Occasional phone back-upduties as required. Skills, Education and Experience: * Bachelor's degree orequivalent experience * Minimum 3-5 yearsadministrative or office experience * Excellent communicationskills; both verbal and written * Professional demeanorand the ability to maintain a high level of confidentiality * Strong customer serviceskills * Strong organizationalskills, attention to detail and follow through, and ability to handle multiplechanging priorities * Proficient in timemanagement skills for completion of projects when due/required * Ability to operatewithin a very fast-paced and ever-changing environment * Familiarity with generaloffice procedures and equipment * Advanced knowledge ofMicrosoft Office (Outlook, Word, Excel, PowerPoint), knowledge of MS Access andFileMaker Pro a plus * HTML coding a plus * Data entry andrelational database experience a plus * Must be self-motivated,organized and have ability to prioritize and handle multiple projects underhigh pressure, tight deadline environment * Interested in continuedlearning and added responsibility * Ability to type aminimum of 75 words per minute * Ability to utilize timeeffectively to complete daily tasks, reports and correspondence while jugglingmultiple, shifting priorities with constant interruptions * Ability to proofread,edit, and use correct spelling, grammar and punctuation * Ability to deal withdemanding personalities and situations * Ability to learn newsoftware programs; ability to train others * Ability to work alonewith limited direction * Ability to delegate workwhen needed * Ability to presentinformation and ideas to management clearly; both orally and written, andfollow up as needed * Ability to performrepetitive tasks without loss of efficiency or composure * Ability to protect theconfidentiality of company information * Negotiation skillsnecessary * Ergonomics awareness * Mechanical aptitudehelpful to troubleshoot equipment and avoid service calls and "down" equipment * This job requiresextremely high emotional energy level involving short deadlines. Workenvironment is hectic with daily periods of high activity/demands. Position requires a pro-active work style. * May perform other dutiesas assigned Working Conditions: Normalworking conditions with the absence of disagreeable elements Note: Thestatements herein are intended to describe the general nature and level of workbeing performed by employees, and are not to be construed as an exhaustive listof responsibilities, duties, and skills required of personnel so classified. Newmark Knight Frank is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment withoutregard to race, color, religion, sex including sexual orientation and genderidentity, national origin, disability, protected Veteran Status, or any othercharacteristic protected by applicable federal, state, or local law. BGC Partners San Jose CA

Diocese - Administrative Assistant III

Expired Job

Diocese Of San Jose