Administrative Assistant

Diocese of Orange; Garden Grove (CA); On-site; USD 37,000 - 44,000; Part time

Job summary

Diocese of Orange seeks an Administrative Assistant to support the Ecumenical & Interreligious Office and Pastoral Provision. The role handles scheduling, event support, and communications to promote interfaith dialogue and unity within the Catholic community.

The position is non-exempt, part-time (24 hours weekly), requiring strong Microsoft Office skills, confidentiality, and the ability to multitask in a faith-centered office environment.

Qualifications

• Bachelor’s degree in a related field (e.g., Communications, Business, Theology, or Religious Studies).
• Master’s degree preferred.

Responsibilities

• Schedule monthly meetings using reservation software with diverse faith leaders.
• Coordinate meetings, prepare materials, take minutes and distribute them promptly.
• Arrange special events, set up venues, and manage IT/A/V needs for events.
• Draft quarterly newsletters and maintain a pictorial directory of leadership.
• Maintain director’s calendar and support travel arrangements for staff.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Teams

Customer service

Organization

Communication

Education

Bachelor’s degree in a related field

Master’s degree preferred

Tools

Canva

Adobe InDesign

Job description

POSITION TITLE: Administrative Assistant

JOB CLASSIFICATION: Non-Exempt, Part-Time (24 weekly hours)

DEPARTMENT/PROGRAM: Ecumenical & Interreligious Office

REPORTS TO: Very Rev. Alfred S. Baca, Director of Ecumenical &Interreligious Office and Pastoral Provision

PAY RANGE: $27.00 - $32.00 based on experience and qualifications

Summary:

The Administrative Assistant will provide support to the Office of Ecumenism and Inter-religion, which serves as a resource to promote Christian unity and understanding among faiths and to foster dialogue and friendship with members of Christian and non-Christian religious. Additionally, the Administrative Assistant performs duties related to the Office of Pastoral Provision, which assists Episcopal priests enter into full communion with the Catholic Church and to priestly ministry in the Church.

Key Responsibilities: Because all Diocese of Orange employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

The position of Ecumenical Administrative Assistant consists of some or all of the following duties:

• Uses reservation software to schedule monthly meetings with Jewish leadership, Latter-Day Saints leadership, and the Ecumenical Commission.
• Coordinate meeting logistics, communication with attendees, preparation and distribution of meeting material, attend meetings to take minutes, and timely distribution of minutes. Provide refreshments at meetings.
• Coordinate, attend, set up and clean up for special events and meetings, such as the Orthodox/Catholic dinner meetings and annual Homeless Persons’ Interreligious Memorial Service.
• Assist with special Ecumenical events/assignments, such as scheduling speakers and processing check requests for vendors and speaker stipends.
• Uses reservation software to schedule monthly meetings with Jewish leadership, Latter-Day Saints leadership, and the Ecumenical Commission.
• Coordinate speakers and presentation materials for events, e.g., ensure IT and A/V requirements are met prior to and during the events. Provide refreshments for speakers in the hospitality room and clean hospitality room. Ensure all IT and A/V equipment is secured in locked cabinet, if applicable.
• Design and craft a quarterly newsletter with articles and photos, and distribute to diocesan employees and ecumenical and inter-religious leadership.
• Create and maintain a pictorial directory of ecumenical and inter-religious leadership.
• Work with IT to continuously update the Office of Ecumenism and Inter-religion and Pastoral Provision websites, e.g., upcoming events, radio interview links, photos, and videos.
• Collaborate with Diocesan departments, pastors, parish personnel, and outside organizations to plan and organize Ecumenical and Inter-religious devotional events and meetings, e.g., St. Jude relic, Missionary Image of Our Lady of Guadalupe, and Ecumenical Nicene Creed concert.
• Responsible for handling phone calls for department and forwarding to proper staff, if necessary.
• Prepare and submit check requests and process checks received.
• Assist with creating, copying, and scanning correspondence, some of which are confidential
• Provide limited administrative support to Commission members as needed.
• Check and distribute daily mail.
• Order and maintain office supplies.
• Maintain Director's Outlook calendar.
• Make Director's and Commission member's registration and travel arrangements as needed.
• Craft and/or edit notices that are published in diocesan-wide and pastor newsletters.
• May represent the Diocese or escort Bishop Vann to approved meetings and events.
• Ability to work in the Pastoral Center five days per week, some night and weekend work as necessary.
• Perform other duties as assigned by the director of the Office of Ecumenism and Inter-religion and Pastoral Provision.

Qualifications:

• Bachelor’s degree in a related field (e.g., Communications, Business, Theology, or Religious Studies). Master's degree preferred.
• Strong command of Microsoft applications, especially Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to work and respond with a positive attitude under pressure.
• Goes above and beyond to provide excellent customer service.
• Timely completion of assignments and ability to prioritize.
• Accurate, organized, detail-oriented, and quick learner with problem-solving skills.
• Ability to multi-task in a fast paced environment, and work both independently and collaboratively.
• Strong communication skills, both oral and written (spelling and grammar), and have ability to effectively communicate with diverse and multi-cultural faith leaders and audiences.
• Takes initiative to learn and develop oneself.
• Proactive and independent.
• Valid California driver's license and insurance and reliable transportation for Diocesan approved travel.
• Strict standard of confidentiality and ethics.
• Alignment with the mission of the Catholic Church.

Preferred:

• Five plus years working experience in related position.
• Event management and planning experience a plus.
• Experience with Microsoft Publisher, Canva, or Adobe InDesign a plus.
• Photography and video skills a plus.
• Church or non-profit experience.

Physical Requirements/Work Environment

• To perform duties of the job, the employee may on a regular basis be required to stand, sit, talk, hear/listen, reach, stoop, kneel and use hands and fingers to operate a computer, keyboard and other office equipment. Close vision requirements apply due to the nature of computer work.

WORK ENVIRONMENT :

Typical Working Conditions:

Equipment Used:

Basic computer equipment, keyboard, mouse, telephone, copier, scanners, facsimile, multimedia projector, calculator and paper shredder.

Essential Physical Tasks:

Verbal communication, movement around office, remain stationary, reach, and occasionally carry materials as needed weighing up to 30 lbs.