Administrative Operations Assistant - Executive Administration Department

Archdiocese of LA; Los Angeles (CA); On-site; USD 32,000 - 40,000; Full time

Benefits offered by this job

Employee Assistance Program (EAP)

Pension Plan

403B Plan

Vacation & Sick Time

Paid Holidays

Great Work Perks (discounts)

Sign-on Bonus

Job summary

Archdiocese of Los Angeles is seeking an Executive Assistant to support the Directors of Operations and the Executive Administration team. The role emphasizes administering and maintaining operations reporting systems and providing broad administrative services for the operations department and staff.

Under supervision, you will handle revenue/expense reports, patron satisfaction reporting, meeting coordination, and communications.

Qualifications

• High School Diploma required; Bachelor’s Degree preferred.
• 2 years of administration or related support experience.
• Strong knowledge of Microsoft Office Suite (Outlook, Word, Excel, SharePoint, PowerPoint).
• Experience with HMIS, CRM or other database systems is preferred.

Responsibilities

• Provide administrative support to Directors of Operations and other departments.
• Coordinate production of letters, memos, reports, spreadsheets, and filing for the operations department.
• Record/input revenue, expenses and operational data; post reports and updates.
• Distribute reports to departments and contractors as directed.
• Create and analyze reports for regional management within deadlines.
• Assist in developing and implementing Operational Playbook initiatives.

Skills

Bilingual Spanish/English (preferred)

Strong Microsoft Office skills

Excellent communication

Education

High School Diploma required

Bachelor's Degree preferred

Tools

HMIS

CRM systems

SharePoint

Excel

Word

PowerPoint

Outlook

Job description

#XQF-518

Job Description

Department: Executive Administration

Status: Non-Exempt, Full Time

POSITION SUMMARY

To support the Directors of Operations, Executive Assistant and others as needed by administering and maintaining the operations reporting informational systems and provide all other administration services for the operations department and staff.

Under the general supervision of the Directors of Operations will provide administrative support for the cemetery and mortuary division, such as, revenue, expenses and operations reporting, patron satisfaction reports and other reporting and support as needed including, meeting arranging, communication distribution and various administration tasks. In addition to the operations duties, this position may perform various services and client relations activities, while establishing and maintaining effective communication efforts with cemetery/mortuary office administrative staff, and parish priests.

ESSENTIAL FUNCTIONS

Becaus e all Archdiocesan employees represent the Roman Catholic Church , they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

• Provide administrative assistance to Directors of Operations, Executive Administration Assistant, and other Operational Departments.
• Coordinate in producing letters, memos, reports, spreadsheets, filing; and general administration for the operations department.
• Record/input revenue, expenses and operational results and data reports from the sales and operations information system, post relevant reports and tracking information and updates sales and operational reports as appropriate.
• Distribute reports to other departments and contractors as directed.
• Creates reports and analyses for regional management team, within required deadlines.
• Assist in the creation and implementation of Operational Playbook initiatives and tracking system.
• Produce/amend standard forms for use at all cemeteries and mortuaries to assist the operations teams.
• Coordinate and communicate with operational admin team via daily, weekly or monthly meetings.
• Maintain current mortuary price lists and cemetery price book and master copy.
• Communicate with various vendors while maintaining current price lists and product offerings, distribution of memo’s, reports and standard forms by email or in person regularly.
• At all times comply with company policies, procedures and instructions.
• Contribute to improving the operational business and enhancing the reputation of the Archdiocese by putting forward new and creative ideas.

Requirements

MINIMUM QUALIFICATIONS

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

• Active member of a Roman Catholic faith community, preferred.
• High School Diploma required ( Bachelor’s Degree preferred).
• Previous administration experience or at least 2 years support related experience.
• Strong knowledge of Microsoft Office Suite (Outlook, Word, Excel, SharePoint and PowerPoint).
• Experience using HMIS, CRM or other database management systems, preferred.

Knowledge, Skills, and Abilities

Knowledge of:

• Cemeteries and Mortuaries policies, procedures, contracts, and customer files, including interment rights records.
• Customer service principles and practices.
• Basic mathematics, including discounts, interest, proportions, and percentages.
• Confidentiality standards and practices.

Skill in:

• Bilingual communication skills in Spanish and English (preferred).
• Effective written and verbal communication skills.
• Customer service skills, including responding to inquiries and complaints.
• Presentation skills for communicating information to patron family members, coworkers, and management.
• Data entry and reconciliation skills.
• Interpersonal skills, including tact, patience, and diplomacy.
• Organizational and project coordination skills.

Ability to:

• Develop and maintain effective working relationships.
• Read and interpret policies, procedures, contracts, and records.
• Present information effectively to diverse audiences.
• Follow through on multiple pending requests to completion.
• Self-start, organize, coordinate, and execute assigned projects.
• Calculate and apply basic mathematical concepts.
• Concentrate and accurately complete moderately complex forms.
• Work independently with initiative and minimal supervision.
• Maintain confidentiality.
• Travel offsite for meetings.

Our Benefits include:

• Employee Assistance Program (EAP)
• Pension Plan
• 403B Plan
• Vacation & Sick Time
• Paid Holidays
• *Great Work Perks (Amusement Parks, Car Rentals & Hotel, Restaurant, and Shopping discounts)
• SIGN ON BONUS
  • 2% bonus, commensurate with level of annual compensation
  • Must be employed for 6 months - in good standing
  • Full amount paid at 6 months
  • Excludes temporary employees

Open Positions

1

Salary Range

$23.51-$28.80

LA Catholics

Catholic Cemeteries & Mortuaries

Catholic Schools in Los Angeles

Employer Privacy Policy

Employment decisionswill not be made on the basis of race, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, age, pregnancy, military or veteran status, or political affiliation. However, the archdiocese reserves the right to make employment decisions based on principles of Catholic moral teaching, religious preferences, and other religious needs, criteria, and policiesand, in maintaining this equal employment policy, the archdiocese does not waive any legal exceptions or exemptions that may apply to it as a religious nonprofit organization.

These policies apply to hiring, promotion, transfer, and termination. The archdiocese has the right to be the sole judge of merit, competence, and qualifications, and can favor Catholic applicants and current employees in all employment decisions. Every effort is made to hire staff into positions that will use their abilities most effectively and meet archdiocesan needs. Under no circumstances will an applicant be hired, or a staff member be retained if he or she has been convicted of a crime of moral turpitude.

Job-related criteria are used in making employment selection decisions. Selection criteria are based on the specific applicant’s job skills relative to the essential functions of the job and the minimum qualifications and responsibilities of the job vacancy for which the applicant has applied. All staff are expected to fulfill the essential functions of the job with or without reasonable accommodation for any disabilities or medical condition they may have.

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