Administrative Assistant

Diocese-of-Austin; Austin (TX); On-site; USD 42,000 - 55,000; Full time

Job summary

The Diocese of Austin is seeking an Administrative Assistant to support the Bishop, the Vicar General / Moderator of the Curia, and the Vicar for Priests. The role reports to the Vicar General and requires discretion and independent judgment in handling confidential information.

Responsibilities include managing calendars, travel arrangements, preparing documents, coordinating meetings, and assisting with clerical databases.

Qualifications

• Associate’s degree required; substitution with two years of related experience allowed.
• Four years of full-time related work experience.
• Fluency in English and Spanish (speaking, reading, writing).
• Must be a practicing Roman Catholic in good standing.
• Valid Texas driver’s license.

Responsibilities

• Support and uphold the diocese’s Catholic ministry and mission.
• Maintain calendars, coordinate meetings, and book travel.
• Prepare documents, correspondence, parish histories, and reports.
• Assist with clerical databases and mailing lists.
• Create presentation materials, agendas, and handouts.
• Coordinate administrative needs for meetings, conferences, and events.
• Respond to calls and messages; screen and route communications.

Skills

Writing and editing

Customer service

Confidentiality

English/Spanish bilingual

Time management

Independent work

Education

Associate’s degree

Tools

Word processing

Spreadsheets

Database software

Web browsers

Job description

Job Summary:

The Administrative Assistant is responsible for providing support and administrative assistance to the offices of the Bishop, the Vicar General / Moderator of the Curia, and the Vicar for Priests. The position reports to the Vicar General / Moderator of the Curia and operates with some latitude for the use of independent judgment and initiative.

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.
• Daily administrative activities, including filing, reviewing, and processing mail; screening and responding to calls and messages; taking dictation; researching, drafting, and editing various documents such as correspondence, parish histories and various other documents as needed; some translation; special projects, and reports; and processing check requests.
• Support the Vicar General / Moderator of the Curia’s Office to include similar daily administrative activities to the Bishop, the Vicar for Priests, as well as special projects as assigned.
• Coordinate, set up, and assist with administrative needs for meetings, conferences, dinners, and other events in support of the bishop, vicar general, and vicar for priests.
• Assist in managing priest, deacon, and religious databases, including preparation of clergy and religious mailing lists as requested.
• Assist in the creation of presentation materials, agendas, packets, and handouts.
• Maintain busy calendars, coordinate meetings, book travel arrangements, and manage room reservations.
• Maintain a work schedule that maximizes availability to parishes, diocesan staff, and others.
• Other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of the structure and basic teachings of the Roman Catholic Church.
• Knowledge of office practices, record keeping techniques, and file maintenance.
• Skill in writing and editing various documents.
• Skill in operating position-appropriate technology, including various word-processing and spreadsheet software, database programs, web browsers, and other typical office equipment and technology.
• Ability to provide excellent customer service and work effectively with staff, clergy, religious, and laity.
• Ability to always maintain confidentiality.
• Ability to organize, prioritize, and utilize effective time-management techniques.
• Ability to work in a fast-paced environment.
• Ability to carry out multiple tasks, complete tasks per established guidelines, and meet deadlines.
• Ability to follow instructions furnished in verbal or written format.
• Ability to work independently.
• Ability to communicate proficiently in English and Spanish (conversing, reading, and writing).

Minimum Qualifications:

Education and Trainings:

• Associate’s degree from an accredited US College or University. Degree may be substituted with two (2) additional years of experience.

Experience:

• Four (4) years of full-time, wage-earning, related work experience.

Language Requirement:

• English (proficient in conversing, reading, and writing).
• Spanish (proficient in conversing, reading, and writing).
• Basic translation experience.

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.