Administrative Assistant

Overview: Redemptorists of the Denver Province is a Catholic religious congregation of priests and brothers. This role performs confidential administrative and secretarial assignments utilizing in-depth knowledge of Province operations, procedures, and personnel. Prepares letters, communications and reports. Develops and maintains filing systems and ongoing lists. Responsible for handling calls, mail and general emails for the Office.

*Salary start determined by level of experience in the field.
*Benefits offered for full-position.

Responsibilities & Skills – Administrative Assistant to the OPC:

· Coordinate between departments of the Denver Province.

· Electronic (Microsoft 365) and paper file management including personnel files.

· Assist with coordination of meetings and involved in special event planning including for the various types of meetings and gatherings.

· Familiarity with Provincial Policies and Statutes and dissemination of new binders and resources to communities.

· Gatekeeper for the executive leadership council; especially by building strong relationships with and keeping current with (arch)diocesan point people for direct access to bishops. Poise and self-possession when interfacing with general government and dioceses.

· Continuing education and promotion of Redemptorist charism with staff, donors and other constituencies.

· Christmas, Congratulatory, Appreciation, Feast and Jubilee cards.

· Other responsibilities as needed.

Responsibilities & Skills - Office Administration:

· Oversee the ongoing productivity of the Provincial Office.

· Assist with research and development, and implementation of productivity software for the office staff.

· Oversight of maintenance of office equipment (copier, scanner, printers, postal, etc.) and office supplies.

· Maintaining relationships with vendors.

· Answering/routing incoming calls.

· Regular use of Adobe Acrobat, Microsoft Office Suite including Excel and Publisher

· Regularly update personnel lists, database, etc.

· Staff Meetings: provides secretarial services as directed (records/distributes minutes).

· Maintains calendar of events which occur on a regular schedule.

· Makes deliveries, pick-ups, purchases as requested.

· Other responsibilities as needed.

Responsibilities & Skills - Member Services:

· Processing assignment letters and letters of good standing and filing of the letters.

· Maintaining accurate and ever shifting contact lists and Access personnel database. Running Access reports. (Assuming the unifying Provinces do not employ Access, all confreres must be added to the current database or other database software (if other database software is used, Denver confreres must be transferred to have all confreres in one database.)

· Providing general information and helpfulness to members including civil documents, Five Wishes, sending personal items to archives, forwarding medication, etc.

· Management of necrology and memorabilia including annual updates and dissemination to communities.

· Other responsibilities as needed.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

EDUCATION, TRAINING AND EXPERIENCE

Bachelor’s degree in related field. General Business or equivalent experience/training is required to successfully accomplish the essential duties of this job. At least three years administrative experience as a secretary or related position in the Church with experience in office management. Knowledge and understanding of Catholic teachings, practices, and organizational structure is preferred. Ability to operate business office equipment and a demonstrated competence in computer software (all Microsoft Office products, and database programs). Individual must have knowledge of database software (Access), familiar with internet usage, spreadsheet software, and must be proficient with word processing software.

OTHER QUALIFICATIONS

· Ability to establish and rearrange priorities.

· Accuracy and professionalism in correspondence.

· Occasional flexibility with work schedule.

· Excellent oral, written and interpersonal communication skills.

· Ability to approach people in a manner that is welcoming and promotes cooperation.

· Ability to maintain a high level of confidentiality.

· Maintains good working relationship with co-workers.

Job Types: Full-time, Part-time

Pay: $21.00 - $26.00 per hour

Expected hours: 25 – 37.5 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 4 hour shift
• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Application Question(s):

• Do you have experience with Access database?
• Redemptorists of the Denver Province is a non-profit Catholic men's religious order. Are you familiar with the Catholic faith? If yes, are you Catholic?
• While not a requirement for the position, do you know Spanish, or any other languages?

Experience:

• Administrative Assistant: 3 years (Preferred)

Ability to Commute:

• Chicago, IL 60614 (Required)

Ability to Relocate:

• Chicago, IL 60614: Relocate before starting work (Required)

Work Location: In person