Administrative Assistant

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

Job summary

Roman Catholic Diocese of Orange serves as the umbrella for ecumenical and interreligious work, supporting dialogue and unity among faiths. The Administrative Assistant will assist the Ecumenical & Interreligious Office and Pastoral Provision, handling meetings, communications, events, and publications.

The role requires a part-time schedule (24 hours/week), strong Microsoft Office skills, and the ability to manage multiple priorities with discretion and confidentiality.

Qualifications

• Bachelor’s degree in a related field; Master’s degree preferred.
• Strong command of Microsoft applications, especially Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to work under pressure with a positive attitude.
• Goes above and beyond to provide excellent customer service.
• Excellent communication and organizational skills; detail-oriented.

Responsibilities

• Schedule meetings and coordinate logistics with multiple faith leaders.
• Prepare minutes and distribute meeting materials; provide refreshments.
• Coordinate events and manage IT/AV needs.
• Create quarterly newsletters and maintain directories.
• Assist with budget reconciliation and travel arrangements.
• Maintain calendars and handle confidential correspondence.

Skills

Microsoft Office

Communication skills

Multi-tasking

Problem solving

Independent work

Driver's license

Education

Bachelor's degree in related field

Master's degree preferred

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Teams

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.

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.
• Manage department budget reconciliation process.
• 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.
• Practicing Roman Catholic.

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

Office environment

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.