Administrative Assistant, Office for Evangelization and Catechetical Ministry

Administrative Assistant

The Administrative Assistant provides support in the general operations of the Office for Evangelization and Catechetical Ministry (OECM) and is responsible for providing administrative support to the Director and Associate Director for OECM. This position assists in but not limited to: performing clerical functions, extensive data entry, maintaining and creating new databases, preparing reports, flyers, brochures, materials and manuals for workshops, courses and scheduling and setting up meetings.

Primary responsibilities include:

• Schedule meetings, assist in the organization of, and provide set up and hospitality for departmental events (both onsite at the Pastoral Center & other offsite venues).
• Perform clerical/secretarial duties for supervisor and staff.
• Answer telephones professionally and direct calls appropriately.
• Responds to inquiries from directors for catechetical ministry, catechists, and pastors, and clarifies policies.
• Update parish contact lists, transcripts, and certifications for all catechists and school religion teachers in the ACCESS database.
• Fill in at Pastoral Center reception desk as scheduled.
• Prepare and send regular and bulk mailings.
• Attend staff and planning meetings when appropriate.
• Compiles, types, designs and formats workshop flyers and materials.
• Prepares materials for Basic Catechist Formation courses, processes registrations and prepare certificates and permanent record cards.
• Process income and check requests, maintain petty cash, bill parishes for past due fees, assist in payment of accounts payable, and maintain financial records.
• Assist in translating materials when appropriate.
• Assists with email and social media communication and updates website in both English/Spanish.
• Order and purchase office supplies, books and materials.
• Supports diocesan wide initiatives as directed.
• Other duties as assigned.

Requirements include:

• Active, practicing Roman Catholic.
• Thorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic Church and its diverse members.
• Experience in evangelization, catechetics, catechetical terminology preferred.

Knowledge & Skills:

• Demonstrated ability to thrive in a fast-paced, high-pressure environment while maintaining professionalism, accuracy, and composure.
• Must be proactive; professional; well organized; attentive to details; able to perform multiple tasks simultaneously; able to set priorities and meet deadlines; possess a strong work ethic; punctual.
• Must be able to maintain confidentiality.
• Excellent verbal and written communication skills.
• Problem solving- ability to gather and analyze information and resolve problems in a timely manner.
• Proficiency with Microsoft Offices Applications (Must be proficient in ACCESS).
• Pastoral with excellent people skills.
• Team player.

Education & Experience:

• High School Diploma or GED Required. Associate's degree preferred.
• Demonstrated typing proficiency of at least 45 WPM required.
• Bilingual & Biliterate (English/Spanish) Required.
• Minimum three years' experience with administrative assistant and office procedures required.
• Demonstrated experience with Microsoft Office Suite Word, Excel, Access, PowerPoint, Outlook).
• Experience with graphic design platforms.
• Knowledgeable in social media communication.
• Have a driver's license as well as reliable transportation.

Physical Demands:

While performing the duties of this job the employee is regularly required to be in an office at a computer workstation and access information from a computer and use a telephone. The employee is also regularly required to perform moderate manual labor including frequent bending, walking and lifting and/or moving up to 50 pounds. The employee is required to be mobile to, from, and within the pastoral center, as well as maneuver throughout the facility to attend meetings, briefings, and other work-related events. The employee will be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Diocese of San Diego is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.

Catholic Diocese of San Diego Schools