Administrative Assistant

Austindiocese; Belton, Northern (TX, KY); Hybrid; USD 36,000 - 52,000; Full time

Job summary

The Administrative Assistant for the Cedarbrake Retreat Center at the Diocese of Austin supports the Cedarbrake Director and staff in daily office tasks, including answering phones, managing reservations, and maintaining records. This role operates with emphasis on confidentiality and reliability in a ministry setting in Belton, TX.

Candidates should be practicing Roman Catholics, proficient in English, and able to work with clergy, religious, and laity.

Qualifications

• Knowledge of the structure and basic teachings of the Roman Catholic Church.
• Ability to operate word-processing software, spreadsheets, and database programs.
• Provide excellent customer service and work with staff, clergy, religious and laity.
• Organize, prioritize, and manage time effectively.
• Maintain confidentiality at all times.
• Multi-task and meet deadlines.
• Follow verbal or written instructions.

Responsibilities

• Assist the Cedarbrake Director and staff with daily office activities.
• Answer telephones, take messages, and prepare documents.
• Maintain Cedarbrake files and records; organize information for meetings and reports.
• Obtain reservations, send confirmations, and enter participant names in a database.
• Keep Cedarbrake email list up-to-date and manage reservation records.
• Support parish and diocesan staff and other clients with administrative tasks.

Job description

Description

Job Summary

The Administrative Assistant for the Cedarbrake Retreat Center assists the Cedarbrake Director and staff with supporting the activities and services of the Cedarbrake Retreat Center. The position reports to the Cedarbrake Director and operates with little 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.
• Perform daily office activities in support of the Cedarbrake Retreat Center, including answering telephones, taking messages and document preparation.
• Maintain, organize and update Cedarbrake files and records.
• Obtain reservations, keep reservation records, send out confirmation letters, make nametags for the retreat participants and enter names of the retreat participants in database.
• Keep the Cedarbrake email list up-to-date and entries in database.
• Organize information necessary for meetings, special projects, and reports.
• Maintain a work schedule that maximizes availability to parishes, diocesan staff and other customers or clients.
• Other duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of the structure and basic teachings of the Roman Catholic Church.
• Ability to operate various word-processing software, spreadsheets, and database programs.
• 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.

Minimum Qualifications

Education and Trainings:

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

Experience:

• Two (2) years of office or administrative work experience.
• Microsoft Suite proficiency

Language Requirement:

• English (proficient in conversing, reading, and writing).
• Spanish (proficient in conversing, reading, and writing). Preferred but not required.

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.