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Executive Administrative Assistant

Company: Archdiocese of Philadelphia
Location: Wynnewood
Posted on: January 11, 2018

Job Description:

Job DescriptionJob Title: Executive Administrative Assistant Department: School of Diaconal FormationClassification: Non-Exempt / Full-timeReports To: Dean, School of Diaconal Formation SUMMARYThe Executive Administrative Assistant will perform standard and advanced duties for the School of Diaconal Formation with limited direction. The position requires excellent organizational and communication skills, the ability to maintain confidentiality; advanced computer literacy, familiarity with Microsoft Office and the ability to work independently. ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Assist the Dean of the School of Diaconal Formation in day to day Operations; schedule/maintain Dean’s calendar, assist Dean with Rites of Election summary reports;
  • Act as a liaison between the Dean, Formation Team, Faculty, SDF Students and Deacon Mentors; interaction with Clergy Office re: admissions;
  • Regular communication with SDF students; transmission of pertinent information; Follow-up with students concerning notifications and returns, recording necessary paperwork, filing;
  • Maintain Attendance Logs: Class attendance, Workshop Attendance, Retreat attendance;
  • Event Coordination: Rites of Election, Workshops, Days of Recollection, Community Picnic, Pastor Orientation, Aspirant Orientation, Formation and Ordination Retreats. Prepare presenter confirmation letters, pastor notification letters, schedule/reserve rooms, create schedules, prepare check requests for stipends and expenses incurred for each event; recording of expenses; print jobs/packet prep surrounding events;
  • Prep for Annual Formation Interviews; interaction with Deacons on Formation Team, transmission of all pertinent paperwork. Collect, record, file at appropriate time;
  • Database maintenance; Updates as needed (Excel and Populi); communicate with other departments concerning statistical information. Statistical reporting annually to CARA;
  • Safe Environment Coordinator for students enrolled in the SDF Program;
  • Monitor Department Budget, prepare cash vouchers; working with the Finance and Operations Office to ensure departmental invoices are paid in a timely fashion;
  • Ordination preparation including announcements, media coverage, photos, etc.;
  • Transmission of prayer requests to community including requests received from the Office for Clergy. Gathering recent sick/deceased names for prayer of the faithful at workshops and rites.
  • Maintain the Office; process incoming mail; manage office supplies and machine maintenance as necessary; other duties as assigned. QUALIFICATIONS – Knowledge, Skills and AbilitiesA high degree of precision, high level attention to detailSelf-Starter, managing multiple prioritiesAbility to meet deadlinesHigh confidentiality standardExcellent verbal and written communication skills with the ability to compose letters and various correspondences Understanding of the philosophy, mission and core values of the Roman Catholic Church and St. Charles Borromeo Seminary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION/EXPERIENCEAssociates Degree preferredFive years of executive administrative assistance experienceMust be proficient in Microsoft Office Suite, Word/Excel, Publisher and QuickenKnowledge of Survey Monkey, Polldaddy and DISC Programs.

    Keywords: Archdiocese of Philadelphia, Philadelphia, Executive Administrative Assistant, Administration, Clerical, Wynnewood, Pennsylvania

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