Administrative Assistant - Parish Support Team

Diocese of Tulsa; Broken Arrow, Northern (OK, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

The Diocese of Tulsa invites applications for an Administrative Assistant position within the Parish Support Team. You will support the Director and ministries through scheduling, correspondence, and event coordination, upholding Catholic values and professional discretion.

Key duties include calendar management, responding to inquiries, preparing materials for meetings and events, and collaborating with Chancery departments to serve parishioners with compassion and excellence.

Qualifications

• Strong written and verbal communication skills.
• Ability to provide excellent customer service to visitors, emails, and phone calls.
• Excellent organization with the ability to manage complex events and meetings.
• Independent worker who collaborates well with staff and volunteers.
• Proficient with PC or Mac and Microsoft Office.

Responsibilities

• Articulate Catholic teaching and apply it in daily tasks.
• Establish and maintain the Parish Support Team calendar.
• Process mail, emails, and phone calls with professionalism.
• Support various parish ministries and events.
• Assist in major diocesan events and Masses.
• Review and summarize reports and documents.
• Coordinate meetings and prepare presentation materials.
• Prioritize multiple projects and meet deadlines.
• Handle confidential information with discretion.
• Collaborate with Chancery departments on tasks.
• Adhere to the Diocesan Personnel Handbook and policies.
• Execute additional duties as assigned.

Skills

Excellent communication

Customer service

Organizational skills

Self-starter

MS Office / Mac proficiency

Tools

Microsoft Office Suite

Job description

The Administrative Assistant for the Parish Support Team is responsible for a wide range of secretarial level tasks in support of the administrative and religious duties of the Director of the Parish Support Team. With a spirit of servant leadership, the Administrative Assistant assists the Director of the Parish Support Team in matters of correspondence, scheduling, event planning, and operates, in many ways, as the means by which persons and entities communicate with the Parish Support Team, and as such, must always conduct his or herself with charity, virtue, and in accordance with Church teaching.

KEY TASKS

• Articulate Catholic teaching with a commitment to its application in the job function
• Establish and maintain calendar for the Parish Support Team
• Process incoming mail, emails, and phone calls with a spirit of servant leadership
• Support the other ministries within the Parish Support Team, i.e. Coach, Youth, Young Adult & Campus Ministry Specialist; Coach, Marriage & Family Life Specialist; Coach, Family Catechesis Specialist; Coach, Sacramental Specialist; Coach, Strategic Planning & Team Building; and Coach, Intercultural Specialist
• Assist in the execution of major diocesan events, e.g., Catholic Engaged Encounter, Anniversary Mass, Totus Tuus, and more
• Review, prioritize, and summarize miscellaneous reports and documents
• Coordinate a variety of meetings and events; assist with the preparation of presentation materials and execution of those events
• Prioritize and manage multiple projects simultaneously in a timely manner
• Handle confidential and sensitive information in an utmost professional manner
• Work with Chancery departments as needed to complete assigned tasks and projects
• Review and adhere to the Diocesan Personnel Handbook and all other diocesan policies
• Execute all other duties as assigned

KEY SKILLS

• Excellent communications skills
• Provide excellent customer service with visitors, emails, and phone conversations
• Superb organization skills able to plan and execute complex events and meetings
• An independent self-starter who is able to work well with colleagues and volunteers
• Proficient in PC or Mac; including Microsoft Office Suite

KEY ATTRIBUTES

• A Catholic in good standing with the Catholic Church
• A missionary disciple dedicated to the Proclamation of the Gospel
• A servant-leader willing to serve others through fidelity and excellence