Bilingual Administrative Assistant

Roman Catholic Diocese of Phoenix; Phoenix (AZ); On-site; USD 36,000 - 48,000; Full time

Job summary

The Roman Catholic Diocese of Phoenix is seeking an Administrative Assistant to coordinate registrations, maintain student records, and support the Kino Institute staff. The role requires strong organization, attention to detail, and bilingual English/Spanish communication.

Responsibilities include scheduling, inventory, textbooks, enrolling participants, and assisting with events and data entry. Light evening/weekend support may be required; you will work in a professional office environment.

Qualifications

• Proven ability to organize, prioritize tasks and work independently or in a team.
• Bilingual written and spoken communication in English and Spanish is required.
• Proficiency with standard office software and record-keeping procedures.

Responsibilities

• Coordinate registrations and student database record keeping.
• Manage classroom and AV equipment coordination with Building Services.
• Set up distance learning platforms and support for instructors and students.
• Maintain inventory of textbooks and distribute materials.
• Prepare invoices for tuition, fees, and books.
• Assist with graduation planning and event support.
• Maintain and file student records and program folders.
• Process and review catechetical certification data for staff.
• Provide clerical support for meetings and communications in English and Spanish.

Skills

Organizational skills

Bilingual English/Spanish

Microsoft Office

FileMaker Pro

Customer service

Education

High school diploma or equivalent

Vocational training in word processing and office procedures

Tools

FileMaker Pro

Job description

Purpose and Scope

To support the Diocese of Phoenix in its mission to evangelize, this position coordinates all registrations and student database record keeping and provides administrative support for the Kino Institute staff.

Description

To support the Diocese of Phoenix in its mission to evangelize, this position coordinates all registrations and student database record keeping and provides administrative support for the Kino Institute staff.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Arranges for Kino classroom space with Building Services Department; coordinates with adjunct faculty regarding AV equipment and classroom needs.
• Responsible for setting up distance learning platform for Kino courses.
• Provides support for distance learners and adjunct faculty for evening and Saturday courses.
• Order textbooks for classes.
• Responsible for maintaining an inventory of textbooks for Kino classes.
• Responsible distributing textbooks.
• Assists with registration of cohort participants as well as catechist classes, and individual courses.
• Responsible for setting up and maintaining student files.
• Responsible for creating classroom folders for Adjunct Faculty.
• Assists with the participant database which includes students file, transcript, roster, and Catechetical certificate data.
• Assists with the review of catechist certification database on a regular basis and sends out information when recertification is due for all Catholic Schools Teachers and Catechists.
• Keeps Kino calendar current.
• Answers incoming phone calls and handles them appropriately.
• Assists manager with graduation planning and implementation.
• Formats catalogs, brochures, and flyers for all Kino Catechetical Institute programs.
• Provides administrative assistance for the Manager of Kino Catechetical Institute.
• Provides clerical support for Kino related meetings as required by the Manager of Kino Catechetical Institute
• Provides support for the Manager of KCI when necessary, at Faculty Meetings
• Prepares invoices for students and parishes for outstanding tuition, fees and books.
• Provides assistance for Saturday and evening classes as needed.
• Performs all of the above tasks in both English and Spanish languages as needed.

Additional Job Functions

• Performs any other job-related functions necessary to ensure the smooth flow of operations and Kino’s customer service focus.

Requirements

Knowledge, Skills and Abilities Required

• Ability to organize, delegate, set schedules, prioritize tasks and work both independently and with other members of the department in a team setting.
• Working knowledge of general office procedures, including secretarial techniques, general bookkeeping, accurate record keeping, filing, and attention to detail.
• Working knowledge of Microsoft Office applications software.
• Working knowledge of or the ability to learn File Maker Pro software.
• Excellent verbal and written communication skills in both English and Spanish.
• Ability to work occasional nights and weekends.

Minimum Qualifications

• High school diploma or equivalent certificate.
• Three years of experience working in a related position.
• Vocational training in word processing and office procedures.

Work Environment

• This job operates in a professional office environment.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.