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SalaryUnder the supervision of the Chaplain, the Administrative Assistant works to support the operations of the Chaplain’s office. This role interacts and cooperates at all levels on campus to effectively support the delivery and execution of the faith-based mission to the entire mount community.
Key areas of responsibility include fostering a lived faith, spiritual maturity and a servant-leadership spirit of service and support. This position works closely with the Chaplain’s office to foster student development and leadership, collaborating with Student Life and other campus offices to contribute to a sense of community at the Mount. The Administrative Assistant is often the first face and first voice of the Chaplain’s office, and as such love, kindness, and joy must be a integral part of interpersonal soft skills.
The Administrative Assistant is a part-time non-exempt role, working an estimated 20 hours per week during the academic year. Additional hours may be provided during the summer as required by the Chaplain.
Essential Duties and Responsibilities:
Office Receptionist:
- Serves as receptionist for the office, filters calls, and schedules appointments in a pleasant, professional manner.
- Perform word processing, photocopying, scanning, faxing, e-mail, office errands, and mailings.
- Oversee work-study students work and scheduling.
- Represent University Chaplain at the Campus Events Committee (CME) and other campus planning committees.
- Maintains University Chaplains bulletin boards, website and campus calendar, various brochure racks on campus. Compose, edit and produce copy with the support of the Center leadership staff.
Chaplain's Administrative Assistant:
- Supervise schedule of Masses and stipends for all priests.
- Develop and distribute the Chaplain’s Memo.
- Develop and distribute communication that celebrates, and explains Catholic feast days & secular celebrations in light of faith.
- Provide information on liturgies, meetings and special events.
- Order office supplies.
Chapel Coordinator:
- Schedule routine use of chapels on campus (Masses, classes, music rehearsals, etc).
- Coordinate seminary calendar for liturgical celebrations/events.
- Manage wedding requests and paperwork with couples, schedule wedding sacristans, and act as a liaison with St. Anthony’s Catholic Church for recording official documents.
- Coordinate major events with Auxiliary Services.
- Maintain adequate chapel supplies (hosts, wine, candles, etc) and oversee maintenance of sacristies.
- Coordination and deposits of weekly collections and offerings.
Other responsibilities:
- Provide support to campus/student groups, including, but not limited to preparation and production of flyers, booklets, programs, and e-mails.
- Provide support to liturgical booklet production, including but not limited to: updates for booklets of major campus liturgies, secure copyright permissions for music reproduction and compiling weekly Pulpit Announcements.
- Develop new women’s programming (i.e., Sister in Residence Program; Self-care/wellness; Theology of the Body discussions for women.
- Assist in the development of a University Religious and Spiritual life student committee for input into the Centers programming.
- Coordinate the student volunteers for the Mass (choir, sacristan, lectors, extraordinary ministers of communion, and ushers, etc.).
- Work with the Center for Student Diversity for more inclusion of students of color, especially non-Catholic students, into Catholic campus student events and activities.
- Plan periodic activities following the Mass for parents, families, visitors attending Mass (i.e. coffee and donuts, meet and greet event, etc.)
Job Requirements: Education, Experience and Skills:
Special Knowledge and Skills:
- Should have knowledge of the Catholic faith & liturgy.
- Knowledge of Microsoft Word, Microsoft Outlook, Microsoft Publisher, and Excel Spreadsheets.
- Experience with Photoshop (preferred).
- Should be competent with extensive e-mail management skills.
- Should have experience with a phone system and scanner.
- Spanish language skills preferred to communicate with students and their families, and to organize and implement relevant Spanish music and liturgy when appropriate.
Minimum Qualifications:
- High School diploma or GED equivalency required. College degree preferred.
- Experience in volunteer ministry at Catholic parish preferred. (i.e., lector, Extraordinary Minister of Holy Communion, Sacristan, catechist, etc…)
- 1-2 previous years of relevant administrative/support work.
- Good communication skills a must (with staff, students and community at large).
- Computer knowledge essential (see above).
- Creativity in layout and formatting.
- Organizational skills essential.
- Confidentiality necessary.
Minimum Pay Rate: $16.50/Hour.
- This is a part-time position.
- Graduate school tuition remission is available for qualified candidates.
