Administrative Assistant, Evangelization, Chancery Office

Diocese of San Jose

San Jose (CA)

On-site

USD 32,000 - 38,000

Full time

2 days ago

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Job summary

Diocese of San Jose is seeking an Administrative Assistant to coordinate event communications, registrations, venue logistics, catering, and hospitality for the Evangelization department. The role requires bilingual English/Spanish capability, project support, and proactive problem-solving within the Chancery environment.

The successful candidate will manage calendars, coordinate space, assist with documentation, and provide back-up front desk coverage.

Qualifications

Bachelor Degree with a minimum of 3-5 years administrative experience or equivalent combination of education and experience.
Experience in working in ministries and an understanding of the Roman Catholic Church structure and ministry.
Ability to speak, read, and write English and Spanish fluently; translate documents from English to Spanish.

Responsibilities

Coordinate communications, registrations, venues for events, catering and hospitality.
Maintain file systems (hard and electronic) for the Evangelization team.
Assist in updating calendars, reservations, and event logistics.
Coordinate speakers and vendors, including bill payments and travel when needed.
Back-up for front desk reception and support office bookkeeping tasks.

Skills

Bilingual English/Spanish

Project management

Event coordination

Communication

Time management

Education

Bachelor Degree

Tools

Microsoft Office 365

Adobe Acrobat

SharePoint

Zoom

MS Teams

Smart Sheets

Microsoft Forms

Job description

Position Summary:

The Administrative Assistant coordinates communications, registration, venues for events, catering and hospitality, policy compliance issues and all communications with local contacts for events in the department. The Administrative Assistant, as a member of department for Evangelization staff, works together with Evangelization team and Chancery staff, to collaborate on projects and the planning process. The Administrative Assistant requires someone with high energy, flexibility, can work independently, bilingual and bicultural, independently solve problems, project management skills and proactive attitude.

Essential Duties and Responsibilities Include the following:

(other duties may be assigned)

Ability to work collaboratively and cross-functionally with other departments within a team environment with staff, church officials and volunteers.

Provides support to the Evangelization team to coordinate operational activities and streamline office processes and procedures.

Responds to communication requests, using judgment and initiative to determine the approach or action to take.

Maintain a file system both hard and electronic copies for the Evangelization team.

Support new project development in coordination with the Evangelization team.

Complete projects and special assignments in a timely manner by establishing objectives, determining priorities, managing time, exercising problem solving and adjusting plans accordingly.

Assist in updating Evangelization team calendar, conference room and zoom reservations.

Organizes and updates participants' registration, attendance, assignments and information for courses, workshop and other events

Coordinates logistics for speakers and vendors, including bill payments

Coordinates and manages meetings as requested by the Director to ensure a smooth execution within allotted budget and timeline, including but not limited to:
- Reserve locations and Teams/Zoom set-up; communicate information to attendees; coordinate hospitality; prepare resources; assist with set up of tables, chairs, and technology needed.
- Act as liaison with parishes, schools and other sites where meetings and events and hosted
- Provide technical assistance as technical usher during Teams/Zoom meetings/events

Obtain, enter data, organize and reconcile pertinent data as needed for reporting and other uses.

Ensure supplies for events and hospitality are on hand as needed.

Assist in office bookkeeping tasks, including:
- Prepare deposit for money collected in the department and record all deposits in the appropriate categories.
- Set up vendors and prepare invoices for balances due. Process payments' request for various projects as assigned
- Prepare income/expense sheets for events.

Collaborate with team to maintain an orderly supply room and two-storage rooms in lunchroom

Back-up for front desk reception.

Additional tasks as assigned.

REQUIRED SKILLS/ABILITIES:

Communicates, collaborates and cooperate with all staff on the Evangelization team.

Works collaboratively and cross-functionally with all departments and offices in the Chancery offices, parishes other Arch/Dioceses and organizations.

Provides support to fundraiser events.

Prepares hospitality in-house meeting set-up conference room set-up.

Collaborate on preparing event materials, certificates, nametags, packets, and other materials as requested for events, trainings and other.

Create and update Office 365 online Forms and work quickly with Excel.

Prepare department meeting agenda, meeting minutes and reports as requested.

2 -3 years of experience in Parish Life as staff or volunteer preferred.

This Position Supervises:

Volunteers (non-DSJ employees)

Interns (temporary, part-time)

Qualifications to perform the job successfully:

To perform this job successfully, the Administrative Assistant must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, ability or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience:

Bachelor Degree with a minimum of 3-5 years administrative experience or equivalent combination of education and experience. In addition, experience in working in ministries and an understanding of the Roman Catholic Church structure and ministry.

Language Skills:

Ability to speak, read, and write English and Spanish fluently. Excellent interpersonal and communication skills in English and Spanish. Ability to translate documents from English to Spanish.

Computational Skill:

Basic math skills. Comfortable creating, maintaining and reconciling moderate to complex spreadsheets and Microsoft Forms.

Reasoning Ability:

Ability to problem solve, deal with a variety of situations and troubleshoot technical difficulties with equipment.

Ability to interpret a variety of instructions in written, oral, diagram or schedule form. Ability to multi-task and effectively coordinate various events at the same time through self-initiative and self-motivation.

Technical Skills:

Proficient in Microsoft Office 365, Familiarity with Adobe Acrobat, SharePoint, Zoom, MS Teams, Smart Sheets.

Ability to maintain files, manage versions, merge documents and share documents.

Certificates, Licenses, Registrations:

Valid Driver's license preferred, as this position requires some travel to diocesan sites.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit for extended periods of time and use hands in repetitive motion. Must be able to frequently lift and/or move up to 40 pounds. Also, have vehicle to transport equipment for in-house and outside activities or events for the Department for Evangelization.

Working Conditions:

The employee must be physically present in the Department for Evangelization, able to work cooperatively with other members of the staff and with clients and be able to multi-task. The employee is expected to work normal office hours (8:30 A.M. - 5:00 P.M.) Monday - Friday. Occasional evening and weekend meetings (3-4 evenings, 1-2 weekend days per month), but overtime and/or travel are rarely required.

Other requirements: