Administrative Assistant - Planning and Mission Effectiveness

Description

GENERAL INTRODUCTION:

The Archbishop, visible principle of unity in his archdiocese, is called to build up the particular Church unceasingly in the communion of all its members, and to ensure that their diverse gifts and ministries, in union with the universal Church, serve to build up all the faithful and to spread the Gospel. (Apostolorum Successores 8).  He must take care that all the affairs which belong to the administration of the whole archdiocese are duly coordinated and are ordered to attain more suitably the good of the portion of the people of God entrusted to him.” (Apostolorum Successores 177). 

Each position employed in the Chancery (central administrative offices of the Archdiocese) helps to extend the ministry of the Archbishop in particular ways outlined in the position description.

GENERAL SUMMARY OF ESSENTIAL PURPOSE:

The Administrative Assistant provides support to the Director and team within the Office for Planning & Mission Effectiveness.  The office leads Archdiocesan strategic and pastoral planning efforts to improve the mission effectiveness of Catholic ministries across western Washington (parishes, schools, and Catholic charitable ministries) and provides primary support to the Partners in the Gospel initiative. This is an onsite position. 

ESSENTIAL POSITION DUTIES:

1. The Administrative Assistant is a key contributor in achieving higher levels of effectiveness in achieving the mission of the Catholic Church (Matthew 28: 18-20) across all functions of the Chancery, Catholic ministries, and among the people of the Archdiocese of Seattle.
2. Provides administrative support for the Director of Planning and Mission Effectiveness, Parish Family Liaisons, and other team members, including handling inbound communications (phone, email, and mail), preparing/editing documents, taking meeting minutes, managing calendars, scheduling appointments, coordinating event details, processing invoices, mileage reports, processing check requests, and purchasing supplies.  
3. Provides staff support to the Archdiocesan Pastoral Council (meetings are usually Saturday mornings) and Partners in the Gospel Teering Committee by scheduling meetings and retreats, securing locations, recording minutes, and providing technical assistance when needed (Zoom and Microsoft Teams). Supports other archdiocesan staff and committee meetings as needed.
4. Assists in scheduling, coordinating, and staffing community engagement events. This includes proactive creation and management of event registration, outreach to ministries and stakeholders to determine event details, development of event work plans, and tracking progress to completion.   
5. Ensures proper documentation and tracking related to communication with the various ministries of the Archdiocese of Seattle, including direct parishioner communications.
6. Supports data collection and management projects using ParishStaq and Microsoft Excel.
7. Provides additional administrative and technical duties as needed and as assigned.

Qualifications

ESSENTIAL QUALIFICATIONS:

Primary:  

1. Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop.
2. Ability and desire to use God-given gifts and talents in service of the local Church in support of the collaboration between lay and ordained Ministers.
3. Active member of a parish/faith community in good standing with the Church. 

Experience:

1. Strong receptionist and general office experience.
2. Prior experience providing high levels of administrative support in complex situations that require problem solving skills and good judgement. 
3. Proficient in web conference call platforms (e.g., Zoom) and MS Office tools (especially Word, Excel, Power Point, Teams, and SharePoint).  
4. Event coordination and planning experience. 

Education:​​​​​​​

Bachelor’s degree or equivalent experience preferred. 

​​​​​​​Other Elements:

1. Knowledge of and familiarity with the Catholic Church in Western Washington.
2. Excellent communications skills.
3. Ability to work with various personalities in a consistently professional manner. 
4. Ability to maintain high standards of confidentiality.
5. Excellent organizational skills, with ability to multi-task. 
6. Ability to work independently as well as in a team.
7. Proofreading skills.
8. Relationship and service driven, eager to connect and assist others.
9. Self-starter, able to consider issues and come to reasonable solutions independently. 
10. Inquisitive and eager to understand large organizations and/or complex working environments.
11. Bilingual competencies and/or experience working across multiple cultures are a plus.

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.

Salary : $25 - $27