Administrative Assistant

2 weeks ago

Georgetown, United States Diocese of Austin Catholic Parishes Full time

**Job Summary**:
**Essential Job Duties**:
1. Event Planning Support:

- Collaborate with ministry leaders to plan and organize youth events, retreats, and evangelization programs.
- Assist in coordinating logistics, including venue selection, catering, transportation, and scheduling of activities.
- Work closely with vendors and suppliers to ensure timely delivery of services and materials.
- Help create and distribute promotional materials for events, both online and offline.

2. Registration Management:

- Oversee the registration process for events, including online registration systems handling inquiries from participants.
- Maintain accurate attendee records and databases, ensuring all necessary information is collected and stored securely.
- Prepare registration reports and summaries for ministry leaders to track participation and assess event effectiveness, including, but not limited to: attendance, folders, prepare folders, scan documents, prepare reports, print letters, etc.

3. Administrative Support:

- Assist with budget tracking and expense management for ministry activities-Prepare and distribute communication materials such as newsletters, announcements, and meeting agendas.
- Collaborate with other staff members to support overall ministry objectives and initiatives.
- Process payments received in the Faith Formation Office and prepare reports for the Faith Formation Coordinator in a timely manner.
- Assist, prepare and submit the information for the parish weekly bulletin in a timely manner.
- Assist with and attend special liturgical celebrations as required.

4. Other Duties as Assigned:

- Flexibility to assist with various tasks and projects as needed to support the dynamic needs of the ministry of the Faith Formation Office.
- Perform other duties as assigned by Business Manager or Pastor.
- Willingness to contribute ideas and suggestions for improving ministry operations and enhancing the participant experience.
- Maintains availability throughout the week in order to serve the needs of the parish to include pastor, staff, and volunteers during and outside of normal church office hours; weekends and some evenings will be required.

**Qualifications**:

- Education, Trainings, and experiences:_
- Previous experience working in a ministry or religious organization is highly preferred.
- Bachelor's degree in a related field (Theology, Religious Studies, Business Administration, etc.) is desirable.
- Strong organizational and time management skills, with the ability to interact professionally with staff, volunteers, and participants.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management systems.
- A positive attitude, team-oriented mindset, and willingness to support the mission and values of the ministry.
- Two (2) years of experience working is required.
- Language:_
- Bilingual English-Spanish is required (proficient in writing, reading and conversing).
- Catholic Requirement:_
- Must be a practicing Roman Catholic in good standing.
- Licenses/Certifications:_
- Valid Texas driver's license.
- Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

**Knowledge, Skills and Abilities**
- Knowledge of Roman Catholic teachings, parish and diocesan structure.
- Ability to work in a multi-cultural parish serving various cultures and a wide range of age groups.
- Ability to provide excellent customer service and work effectively with staff, clergy, and laity.
- Ability to build authentic relationships with adults rooted in Christ.
- Ability to effectively work with constant interruptions.
- Ability to operate various word-processing software, spreadsheets, and database programs.
- Ability to organize, prioritize and utilize effective time management techniques.
- Ability to maintain confidentiality at all times.
- Ability to carry out multiple tasks, meet deadlines, and implement creative solutions.
- Ability to follow instructions furnished in verbal or written format.
- Ability to proficiently communicate in English and Spanish (writing, reading and conversing).

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