Administrative Assistant - (PRN) - St. Vincent Villa

Cc MD; Timonium, Northern (MD, KY); Hybrid; USD 36,000 - 48,000; Full time

Benefits offered by this job

Vacation/sick/holiday pay

403(b) Retirement Plan with employer

Tuition Advancement

Job summary

Catholic Charities of Baltimore is seeking an Administrative Assistant (PRN) to support the St. Vincent Villa location.

The role involves a range of clerical tasks to ensure smooth day-to-day operations in a on-site setting, including phone handling, visitor coordination, and records management. The ideal candidate has at least four years of administrative experience, strong communication and organizational skills, and proficiency with Microsoft Office and Outlook.

Qualifications

• High school diploma or GED required.
• Four years of experience in an administrative role.
• Experience with clerical procedures and recordkeeping.

Responsibilities

• Answer and transfer phone calls and direct inquiries efficiently.
• Welcome and direct visitors, ensuring professional interactions and security.
• Maintain filing systems and keep records organized and accessible.
• Prepare summaries of data and statistics from records, minutes, etc.
• Coordinate travel, meetings, and appointments for managers.
• Record and distribute meeting minutes accurately and timely.
• Schedule and track training for staff and verify deadlines.

Skills

Verbal communication

Written communication

Organizational skills

Outlook calendar management

Discretion/confidentiality

Education

High School diploma or GED

Tools

Outlook

Word

Excel

PowerPoint

Teams

OneDrive

Job description

Administrative Assistant - (PRN) - St. Vincent Villa

Job Category: Clerical and Administrative

Requisition Number: ADMIN009268

• Posted : August 10, 2026
• Full-Time
• On-site

Locations

Showing 1 location

Catholic Charities of Baltimore, St. Vincent Villa is currently seeking an Administrative Assistant who will facilitate the efficient operation of the assigned area by performing a variety of clerical and administrative tasks. The work schedule is ON CALL/PRN.

St. Vincent’s Villa provides comprehensive residential treatment for children, ages 5-13, whose behavioral and emotional needs have not responded to community-based interventions and services.

JOB DUTIES & RESPONSIBILITIES:

• Answer and transfer phone calls, screening when necessary, and ensuring calls are directed appropriately and efficiently.
• Welcome and direct visitors, volunteers, and clients, ensuring positive and professional experiences while maintaining security and confidentiality as needed.
• Maintain filing systems as assigned, ensuring files are organized, up-to-date, and easily accessible.
• Retrieve information as requested from records, email, minutes, and other related documents, preparing written summaries of data and/or statistics when needed, and maintaining accuracy and timely delivery.
• Monitor and resolve administrative inquiries and questions, makes sure responses are accurate and provided within a reasonable timeframe.
• Coordinate and schedule travel, meetings, and appointments for managers or supervisors, efficiently handling all details, including confirmed and logistics.
• Prepare schedules and agendas for meetings, guaranteeing all participants are informed and all necessary materials are available.
• Schedule, coordinate, and track required training for managers and their staff, verifying compliance with training deadlines and documentation.
• Record and distribute minutes or other records for meetings, ensuring accuracy and timely distribution to all relevant parties.
• Maintain office supplies and coordinates maintenance of office equipment, assuring availability and operational functionality of necessary resources.
• Maintain a system for recording expenses and the use of petty cash, prepares and processes invoices, check requests, field expense vouchers, etc., assuring compliance with budget and reporting requirements.
• Plan and implement special events, ensuring all details are managed and events are executed successfully, on time, and within budget.
• Perform other duties as assigned.

EDUCATION & EXPERIENCE REQUIREMENTS:

• High School diploma or GED.
• Four years of experience in an administrative role.
• An equivalent combination of education and experience may be considered.

REQUIRED SKILLS & ABILITIES:

• Demonstrates excellent verbal and written communication skills, ensuring clarity and effectiveness in all interactions.
• Exhibits exceptional relational and customer service skills, building strong connections and providing top-tier service.
• Displays excellent organizational skills and meticulous attention to detail, ensuring accuracy and efficiency.
• Possesses a foundational understanding of clerical procedures and systems, including managing Outlook calendars, email, and recordkeeping.
• Demonstrates accountability by working independently, requiring minimal direction or supervision.
• Acts with discretion, tact, and professionalism in all situations, maintaining confidentiality and integrity.
• Requires proficiency in using computer systems and software to perform job function, including but not limited to, basic Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook. Knowledge of other Microsoft Office applications, such as Word, Excel PowerPoint, Teams, and OneDrive is preferred.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

• Remaining in a stationary position, which may involve standing or sitting for extended periods, as required to complete tasks or duties associated with the role.
• Adjusting or moving objects up to 20# in all directions, which may include lifting, carrying, pushing, pulling, or repositioning items as necessary to perform job duties.
• Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods to ensure clear and effective understanding. This includes both verbal and non-verbal interactions with colleagues, clients, or external parties.

We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to:

• Vacation/sick/holiday pay
• 403(b) Retirement Plan with a discretionary employer contribution
• Tuition Advancement

Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise.

Catholic Charities is an equal opportunity employer

Qualifications

Skills

Behaviors

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Motivations

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Education

Experience

Licenses & Certifications

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.