Administrative Assistant

Dominican Friars | Province of the Most Holy Name of Jesus

Oakland (CA)

On-site

USD 39,000 - 41,000

Full time

5 hours ago

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Benefits offered by this job

Three weeks vacation per year

18 paid holidays per year

Medical and dental insurance

Job summary

The Western Dominican Province in Oakland, CA seeks an Administrative Assistant to provide high-level support to the Admin Office and the Provincial/Socius offices. This in-person role is the first point of contact for visitors and requires meticulous recordkeeping and discretion.

You will maintain electronic and physical filing, prepare official correspondence such as LoGS and letters to bishops, and coordinate calendars, catalogs, and data for accreditation and ministry operations.

Qualifications

Minimum 5 years of experience in an equivalent role.
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Responsibilities

Maintain accurate records and filing systems (electronic and hard copy).
Prepare LoGS, Letters of Assignation and official correspondence.
Coordinate external communications by email/phone.
Maintain online reservation calendar for Oakland office.
Update Catalogus and respond to data requests.
Greet visitors and manage front desk activities.
Monitor and restock office supplies and equipment.
Support Virtus compliance tasks and quarterly meetings.
Assist with meetings and events and protect confidentiality.

Skills

Organizational skills

Attention to detail

Team collaboration

Problem solving

Initiative

Discretion

Professionalism

Confidentiality

Positive attitude

Education

High School Diploma/GED

Tools

InDesign

Adobe Creative Suite

Microsoft Office

Salesforce

SQL

Job description

Introduction:

Founded in 1850, the Western Dominican Province (WDP) covers the Western United States and is a province of the world-wide Order of Preachers (Dominicans). The province supports ~140 Dominican friars in their mission to preach the Gospel for the salvation of souls.

Description:

The Administrative Assistant supports the mission of the Western Dominican Province by providing high-level administrative support to the Admin Office. This role plays a key part in assisting with office operations and supporting the work of the office of the Provincial and Socius. Working closely with the Executive Assistant and the Socius, the Administrative Assistant helps maintain organized records ensuring that friars can perform their ministry duties seamlessly. The Administrative Assistant is also the first person that people see when they walk into the Provincial Office. This is an in-person role based out of Oakland, CA.

Primary Duties & Responsibilities:

Province Administrative Duties

Maintain accurate records, reports, and filing systems – both electronic and hard copy.
Assist with organizing physical friar personnel files.
Prepare Letters of Good Standing (LoGS), Letters of Assignation, request for faculties, annual Diocesan Letters to Bishops, and other official correspondence throughout the year to support ministry efforts, serving as the primary backup to the Executive Assistant.
Communicate with external organizations, such as (Arch)Diocesan offices or other Dominican orders by email or phone as needed to support administrative functions.
Maintain online reservation calendar for Bodega Bay community.
Update the AWC enrollment sheet and respond to AWC emails in coordination with the AWC Promoter.
Provide support by photocopying, filing, and mailing correspondence as needed.
Assist Executive Assistant with quarterly review of Virtus compliance and tasks as needed
Tracking, notifying, and reminding superiors of annual meetings.
Assist with maintaining and organizing all data and files required by Praesidium so that it can be easily accessed for accreditation purposes.

Data Management & Reporting

Assist with ongoing maintenance of individual friar personnel files throughout the year.
Regularly maintain the online Catalogus throughout the year to support integrity, update friar contact information, assignments, deaths, Province personnel changes, and more as events and changes occur.
Assist with the annual preparation, printing, and distribution of the Province Catalogus in coordination with the Socius and the Executive Assistant.

Front Desk & Office Management

Greet visitors, process and distribute day-to-day administrative items such as official correspondence, mail, and packages.
Monitor and restock printer toner, printer waste cartridges, postage ink, paper, etc. by monitoring inventory and placing orders as needed.

Other Responsibilities:

Serve as backup for answering phone calls and responding to or forwarding voicemails as needed.
Assist with preparation for quarterly meetings as requested.
Coordinate with colleagues across departments to support various administrative projects, such as funeral or event preparation, as needed.
Other duties, as assigned

Essential Role Qualifications

Ability to lift 20 lbs safely
Minimum education of High School Diploma or GED
Minimum of 5 years of experience in an equivalent role
Exceptional organizational skills and attention to detail
Humble team player who collaborates well with others
Ability to work independently, take initiative and solve problems
Positive attitude with the desire to uplift others around you
Competence and ability to tap into a variety of skills to excel in the role
Strong sense of integrity, values, and moral principles used to guide your work.
Good work ethic and professionalism, with a sense of responsibility and care for the work you perform.
A charitable mindset and way of thinking that emphasizes kindness, generosity, and a willingness to help others, in or out of the workplace.
Adhere to the highest levels of professional standards, confidentiality, ethics and the Donor Bill of Rights (AFP)

Strongly Desired Qualifications

Experience with InDesign and other Adobe software.
Familiarity with Microsoft suite of products.
Experience with databases such as Salesforce, SQL, or others.
Active member of a Catholic parish.
Strong affinity and familiarity with the Order of Preachers, specifically the Western Dominican Province.

Compensation and Benefits