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Administrative Coordinator

2 months ago

West Palm Beach, Florida, United States Catholic Charities Diocese of Palm Beach, Inc. Full time
Job Overview

Administrative Responsibilities:

  • Deliver comprehensive administrative assistance including drafting correspondence, managing various databases, and handling mail distribution.
  • Facilitate travel logistics including booking flights and accommodations.
  • Design and produce promotional materials such as brochures and flyers.
  • Organize and monitor schedules for meetings and events.
  • Prepare financial requisitions and maintain transaction records.

Ministry-Specific Duties:

Prison Ministry

  • Oversee volunteer and institutional databases, ensuring accurate tracking of volunteer hours.
  • Manage communication lists for volunteers and organizations.
  • Assist in drafting and disseminating updates regarding Prison Ministry activities.
  • Source and distribute religious materials to volunteers as needed.
  • Develop and maintain training resources for volunteer education.
  • Support the planning and execution of the Annual Prison Ministry meeting and related events.
  • Contribute to initiatives supporting families of inmates and reintegration efforts for ex-offenders.

Respect Life Ministry

  • Help coordinate events and create promotional materials.
  • Assist with preparations for Catholic advocacy days and other significant events.
  • Conduct mailings to parish representatives periodically.
  • Participate in events and conferences related to Respect Life initiatives.

Parish Social Ministry

  • Support tasks related to Catholic Relief Services.
  • Assist with the Ambassador program initiatives.

Qualifications:

  • Associate's degree with two years of relevant experience or a High School diploma with five years of relevant experience.
  • Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
  • Experience with Adobe e-Sign documents.
  • Participate in Continuous Quality Improvement (CQI) initiatives.
  • Maintain an excellent driving record and reliable transportation.
  • Ability to travel as required.
  • Demonstrate strong communication skills and maintain confidentiality.
  • Work effectively with diverse groups including staff, volunteers, and the public.
  • Exhibit strong multitasking abilities and sound judgment.
  • Uphold confidentiality and exercise discretion in all matters.
  • Knowledge of and adherence to Catholic Church teachings.

Physical Requirements:

  • Ability to work collaboratively and independently.
  • Willingness to travel as necessary.
  • Ability to respond to urgent situations as they arise.
  • Occasional light lifting and carrying of items under 15 pounds.
  • Frequent use of hands for typing and other tasks.
  • Extended periods of sitting and occasional standing or walking.
  • Attention to detail in reading and comprehension tasks.

This description is intended to outline the general context and requirements for this position. It is not an exhaustive list of duties or responsibilities.

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