Ministry Office Administrative Assistant

School Sisters of Notre Dame Central Pacific Province; Milwaukee (WI); Hybrid; USD 42,000 - 55,000; Full time

Job summary

School Sisters of Notre Dame Central Pacific Province seeks an Ministry Office Administrative Assistant to support the Ministry Office Director, managing calendars, communications, and records. The role involves coordinating meetings, archiving minutes, and assisting with budgets and events.

The position is hybrid, requiring some in-person office time in Milwaukee and occasional after-hours tasks. Candidates should have 3–5 years of admin experience and proficiency with Office tools and

Qualifications

• Associate degree preferred; 3–5 years admin assistant experience preferred.
• Experience with MS Office, SharePoint, and digital communications tools.
• Ability to manage calendars, communications, and archives.

Responsibilities

• Provide administrative and secretarial support to the Ministry Office Director.
• Arrange space and logistics for meetings and functions.
• Maintain calendar for Ministry Office and Ministry Commission.
• Prepare agendas, minutes, and documents for commissions and office.
• Maintain Ministry Office SharePoint site and database of ministry leaders.
• Draft and deliver communications to ministries, commissioners and the public.
• Assist with budget-related administrative tasks with the Director.
• Coordinate ads/logo placements for events.
• Manage photos and digital files for our ministries.
• Research background information and write reports as needed.
• Send cards, flowers and gifts for special occasions.
• Perform other tasks as assigned by the Director.

Skills

Organizational skills

Written and oral communication

Multi-tasking

Confidentiality

Learning new technology

Interpersonal skills

Flexibility

Charism/ministry understanding

Team collaboration

Education

Associate’s degree preferred

Tools

SharePoint

Outlook

Word

Excel

PowerPoint

Teams

Zoom

Constant Contact

Job description

The Ministry Office Administrative Assistant contributes to the successful operation of the Ministry Office by providing administrative and secretarial assistance to the Ministry Office Director in support of their responsibilities for the internal and external operations of the School Sisters of Notre Dame, Central Pacific Province Ministry Office. The Ministry Office builds relationships with and among the ministries sponsored by the School Sisters of Notre Dame, Central Pacific Province, and provides services that assist the ministries, their leadership and all constituents in ongoing mission formation.

Job Responsibilities

• Perform duties as requested to facilitate the smooth functioning of the Ministry Office.
• Arrange space and logistics for meetings, conferences and other functions for which the Ministry Office is responsible.
• Maintain calendar for Ministry Office and Ministry Commission including scheduling meetings and appointments as needed.
• Assist with developing, communicating, and archiving agendas, minutes, and documents of the Ministry Commission and Ministry Office.
• Maintain the Ministry Office SharePoint site for ministry leaders.
• Manage database of ministry leaders and key staff, sponsored ministry boards, commissioners and SSND Leadership.
• Assist Director with office communications by drafting, editing, and delivering communications to ministries, commissioners and the public both electronically and hard copy.
• Work with Ministry Office Director to assist in various administrative tasks in the budget.
• Work with Ministry Office Director and Communications Department to manage any ads/logo placement associated with SSND sponsored special events.
• Manage collection of photos associated with our SSNDCP ministries and the ministry commission.
• Maintain digital files of the Ministry Office.
• Assist with researching background information and report writing as needed by the Ministry Office Director.
• Send cards, flowers and gifts in the name of the Ministry Office for special occasions.
• Perform other tasks as assigned by the Ministry Office Director.

Education and Experience

• Associate’s degree preferred
• 3-5 years of experience performing administrative assistant duties
• Knowledge of computers, word processing, spread sheets, Outlook, Constant Contact, Desktop Publishing software, Microsoft Office Suite (Teams and SharePoint), ZOOM video conferencing and any other technological means used

Knowledge, Skills and Abilities

• A desire and ability to learn more about the SSND charism, heritage, vision and ministry ideals will assist this person in creating and curating resources for the use of the commissioners and ministry leaders
• Ability to relate to a wide variety of people in a hospitable mannerFlexibility
• Organizational skills
• Good written and oral communication skills
• Ability to maintain confidentiality
• Ability to learn new technology as needed
• Ability to multi-task
• Understanding of religious life and the School Sisters of Notre Dame

Working Conditions

• This is a hybrid position requiring some in person meetings and office time
• Some limited evening and weekend work will be necessary