Administrative Assistant

Roman Catholic Diocese of Richmond; Richmond (VA); On-site; USD 34,000 - 45,000; Full time

Job summary

Roman Catholic Diocese of Richmond is seeking an Administrative Assistant to support the Office for Evangelization. You will handle daily office duties, front-line communications, event registration, and financial coordination for parish and campus programs.

Ideal candidates bring 3+ years of administrative experience, proficiency in Microsoft Office, and a commitment to pastoral confidentiality. This full-time on-site role includes occasional after-hours events and travel as needed.

Qualifications

• High school diploma required.
• 3+ years’ administrative assistant experience.
• Parish or Catholic school experience preferred.
• Project coordination or event planning experience.
• Microsoft Office (Word, Excel, PowerPoint, Outlook) proficiency.
• Diocesan systems ParishSoft and Resource Scheduler.
• Online evaluation tools (e.g. Survey Monkey).
• Detail-oriented and highly organized.
• Ability to multitask and prioritize tasks in an office setting and at events.
• Ability to work in a fast-paced changing environment.
• Maintain pastoral sensitivity and confidentiality.
• Strong interpersonal skills with a professional and friendly demeanor.
• Must be a practicing Catholic, in good standing.

Responsibilities

• Answer phones, distribute mail, and greet visitors for the Office for Evangelization.
• Serve as central point of telephone, email, and print communications with parishes and campus ministries.
• Process all check requests, expense reports, and deposits per Finance procedures; file copies by cost center.
• Manage event finances including check requests, invoicing, and reporting.
• Determine data required and manage registration for all programs and events from start to finish.
• Maintain administrative files and operate office equipment; prepare correspondence.
• Coordinate the Unveiled Marriage Preparation Program events and logistics.
• Develop and support a robust social media and web presence.
• Create online and hard copy marketing materials.
• Maintain accurate contact databases as required by the office director.
• Schedule Diocesan resources as requested by the office director.
• Provide logistical and administrative support and note-taking for meetings.
• Provide registration support for Office-supported events.
• Coordinate venue, housing, food, maintenance, and transportation for Center events.
• Attend major Office for Evangelization events (about five per year).
• Collaborate with other Diocesan offices for administrative tasks and events.
• Perform other duties as assigned.

Skills

Administrative experience

Multitasking

Customer service

Microsoft Office

Strong interpersonal skills

Education

High school diploma

Tools

ParishSoft

Resource Scheduler

Survey Monkey

Job description

• Location 7800 CAROUSEL LANE,Richmond, VA, 23294,United States
• Job Category Central
• Employee Type FT Hourly
• Required Degree High school
• Manage Others No

Contact information

Description

Summary/Purpose:

The Office for Evangelization exists to further evangelization efforts across the diocese with a particular emphasis on Saint Pope John Paul II’s vision for the New Evangelization and Pope Francis’s vision for missionary discipleship. The Office seeks to spearhead a radically new culture, aware of the signs of the times, in our parishes, schools, and college campus ministry programs that place a high priority on forming and sending missionary disciples into an increasing secularized society to be ambassadors of the Gospel message with new ardor, expression, and methods.

The Administrative Assistant assists with the daily operation of the Office for Evangelization by providing excellent customer service and communications to our customers through personal interaction in-person, telephone, and email. In addition, the Administrative Assistant assists with project coordination, event planning, registration, administrative and financial aspects of office events.

Supervisor and Employer :

Supervisor: Program & Project Manager, Office for Evangelization

Employer: Director, Office for Evangelization

Responsibilities:

1. 1. Performs day-to-day administrative duties to include answering phone calls, distributing the mail, and greeting visitors for the Office for Evangelization.
2. 2. Serves as the central point of telephone, email, and print communication for most office contact with parishes and campus ministries. Provides prompt and relevant responses by telephone, e-mail or print communications.
3. 3. Processes all check requests, expense reports, and deposits per Office of Finance procedures. Copies of all submitted items are filed by cost center per instruction.
4. 4. Manages event finances including check requests, invoicing, and reporting.
5. 5. Determine data required and manage the registration process from beginning to end for all assigned programs and events.
6. 6. Performs general administrative duties to include maintenance of administrative files (both physical and electronic), operation of office equipment and preparation of correspondence.
7. 7. Assists with and helps coordinate the Unveiled Marriage Preparation Program, including several in-person, weekend events.
8. 8. Assists with the development and support of a robust social media and web presence.
9. 9. Creates online and hard copy marketing materials.
10. 10. Maintains accurate contact databases as required by the office director.
11. 11. Schedules Diocesan resources as requested by the office director.
12. 12. Provide logistical and administrative support, and note-taking for office meetings (to include and not limited to Commission Meetings, Task Forces, ad-hoc meetings).
13. 13. Provides registration support for events supported by the Office for Evangelization,
14. 14. Implements logistical support efforts for events sponsored by the Center, to include but not limited to venue liaison, housing, food, maintenance services, and transportation.
15. 15. Attends major events for the Office for Evangelization (approximately five per year).
16. 16. Works collaboratively with other Diocesan offices to provide support for administrative tasks and events as requested by the office director.
17. 17. Perform all other duties as assigned.

An appraisal is generally conducted on an annual basis.

Working Conditions:

Required working hours include:

• Regular office hours are 8:30 am to 4:30 pm (Monday through Friday). An unpaid one-hour lunch period may be taken from 12:00 to 2:00 pm daily

• Occasional evening and/or weekend work is required in the Pastoral Center or off-site at an event as needed. This may include overnight travel for up to 2 consecutive days.

Physical Demands:

Light physical effort required. Regularly required to sit for extended periods, stand, walk, reach, bend, lift, listen, talk and perform computer keyboarding. May need to transport items weighting up to 30 pounds. Will be required to drive Diocesan vehicles to events.

FLSA Status:

This position is non-exempt from the overtime and timekeeping provisions of the Fair Labor Standards Act.

Requirements

• High school diploma required
• 3+ years’ administrative assistant experience
• Paid or voluntary parish or Catholic school experience preferred
• Project coordination or event planning experience
  • Microsoft Office (Word, Excel, PowerPoint, and Outlook)
  • Diocesan systems (ParishSoft and Resource Scheduler)
  • Online evaluation tools (i.e. Survey Monkey)
• Detail-oriented and highly organized
• Ability to multitask and prioritize tasks in an office setting and at events
• Ability to work in a fast-paced changing environment
• Ability to maintain pastoral sensitivity and confidentiality
• Strong interpersonal skills with a professional and friendly demeanor
• Must be a practicing Catholic, in good standing