Administrative Assistant to Mission Advancement

1 week ago

San Antonio, United States Archdiocese of San Antonio Full time

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Job Type

Full-time

Description

Summary: The Administrative Assistant to Mission Advancement provides administrative and clerical support to the Mission Advancement and Communications Office, as well as the President's Office. The Assistant, under the direction of MACC's President, ensures there is sufficient program support to the two above-mentioned offices, as needed, and coordinates these offices use of the holding files. The assistant works with the Librarian to ensure selected files are included in the archives of the School.

Common position responsibilities include:

* Perform duties related to administrative and clerical support for the offices and serve as initial contact from inquiries
* Interface with other departments and communicate with external organizations and other contacts
* Maintain and manage the administrative filing system and files of both offices.

Program specific responsibilities, from most involved to least involved, include:

MISSION ADVANCEMENT AND COMMUNICATIONS OFFICE:

* Assist in maintaining the Mission Advancement Office database, such as tracking donor participation, contributions and acknowledgments; grant requests, responses and reports; MACC publications; other information and documents related to the Office
* Assist in producing and processing all paperwork related to the annual appeal/gala to Board Members, Bishops, Religious, and individuals in the database, including acknowledgements and results-recording
* Assist in designing layouts of ads (i.e., all media - website, print, social, and the like), publications and other materials needed for fundraising, communications, marketing, newsletter and public relations; this does not include all program flyers and brochures
* Work on select Office projects, including coordination with staff, volunteers, and consultants
* Assist the Associate Director of Mission Advancement and Communications in managing Office dealings (such as contracts and arrangements) with printers, mailers, general advertisers, and suppliers
* Assist and participate in assigned special event planning committees, such as the Archbishop's annual visit and the Cultura Católica Day
* Prepare and process all financial transactions of the Office: check recording, invoices, and grant-oriented communications with the Finance Office
* Prepare information and documents needed for Office reports, grant requests and reports, and other communication

PRESIDENT'S OFFICE:

* Field inquiries regarding the College's programs and business and route inquiries to the appropriate office/department
* Provide administrative support to the Board of Directors including preparing and mailing board packets for semi-annual meetings; taking minutes at said meetings; and maintaining list of current members and their terms
* Monitor and manage the telephone system including changing phone greeting message as needed and entering staff (soon after being hired) names into phone directory
* Make travel arrangements for Board of Directors as needed
* Draft and finalize Administrative and Board correspondence
* Assist in answering mail and phone calls to Mission Advancement and the President's office
* Serve as contact for staff access to institutional software accounts and subscriptions, Central Filing and Archives, and assigning and removing building access codes and alarm codes to new and departing staff
* Send reminders to staff of Retention schedule dates, of Leadership Team weekly meetings, and bimonthly Staff meetings
* Regularly engage in personal growth, professional development, theological study, prayer, charity and justice work, and spiritual formation
* Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others
* Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to students' names and information, services rendered to students, donors names and gifts, board members' information, internal and external investigations or results of any investigations, and financial information
* Adherence to the Code of Conduct and the Faith and Morals Policy of the Archdiocese of San Antonio is mandatory
* Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization
* Perform other duties as assigned.

Requirements

Minimum Qualifications:

Experience:

* Three years or more of experience performing a variety of complex administrative support duties, including recording minutes, donor management systems, word processing, work with graphic designing software, and filing systems.
* Must be bilingual in English and Spanish.

Education:

* A bachelor's degree in business administration or a related field, or additional experience in lieu of education.

Licenses and Credentials:

* Reliable transportation
* Valid driver's license
* Valid vehicle insurance

Minimum Knowledge and Skills:

* Effective oral and written communication skills, including proficiency in English and Spanish, grammar, punctuation, and composition;
* Proficiency in general office practices, procedures and equipment;
* Demonstrated proficiency in Word, Excel, graphic design program and database program(s), and ability to learn new programs/software;
* Able to multi-task and manage interruptions, strong organizational skills and ability to work with minimal supervision to complete projects;
* Ability to maintain strict confidentiality;
* Ability to work cooperatively with other departments;
* Ability to learn quickly and a variety of programs/software;
* Must be detail oriented, organized, self-motivated, work well independently and cooperatively on a team;
* Ability to write and format letters for different occasions;
* Ability to organize files and office systems;
* Experience with computer and office software, basic knowledge of IT systems and procedures.

Travel Requirements:

Travel requirements for the position include approximately 5% local and 3% overnight.

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