Project/administrative Coordinator, Chancery Office - San Jose, United States - Diocese of San Jose (DSJ)

Diocese of San Jose (DSJ)

Verified Company

San Jose, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

We are seeking a collaborative, detailed-oriented self-starter to join our mission-driven team.

The Project Coordinator is responsible for providing day to day support to two offices:
COO/Pastoral Planning.

This person is responsible for supporting the Pastoral Planning Office with implementation projects, assisting in implementing a project plan that outlines goals, objectives tasks, timelines and resources needed to ensure implementation is successful.

The individual will identify schedules, help in project scopes, provide administrative assistance in establishing budget estimations, and implementation plans, including problem solving issues that arise.

The ideal individual will be proactive and anticipatory in their approach, possess excellent judgment in a variety of situations, demonstrate strong written and verbal communication skills, assist in planning critical events, have a high attention to detail, exemplify an energetic, poised, and positive demeanor, and demonstrate the ability to balance multiple priorities and project.

This position reports to the COO and Director of Pastoral Planning & Implementation.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING (and other duties as assigned):

General:

Supports the Pastoral Planning & Implementation:

Coordination and assisting in general consultation to pastors, administrators, pastoral coordinators, and other diocesan leaders in planning and implementing processes that effectively execute strategy.

Acts as a resource for parishes and other entities to provide protocols when they impact the parish pastoral plan.

Helps design, develop, and implement the operational guide for groups, associations, and parish ministries that ensures alignment to Diocesan Vision and Parish Mission.

Provides leadership in coordinating logistics of all aspects of the planning process, including consultations, events, and meetings.

Assists in establishing and maintaining processes for managing scope during the project lifecycle, tracking and monitoring progress of plan.

Reporting project outcomes and/or risks to the Director and Associate Director and escalating and administrating issues, as necessary, according to project work plan.

Conducts best practice research from other arch/dioceses in the focus areas outlined in the DSJ Pastoral Plan.

Is the primary liaison and support to the Pastoral Planning Committees for scheduling meetings, planning agendas, providing training, communicating updates, and reporting regularly to key leadership, stakeholders, and groups.

Understands general Diocesan Policies related to all Diocesan entities and able to recognize the long-term implications and how various organizational components interact.

Finances and Operations:

Provides logístical planning implementation including all activities, outputs, and outcomes related to project management and administration, including reporting, budget development and monitoring, logistics, execution of project plans, and project performance.

Communicates with the Pastoral Strategic Planning Director, Associate Director and the COO on all critical operational matters and provides weekly updates.

Gathers data and compiles reports, fiscal and general, to the Pastoral Planning and COO teams.

Assists in daily program operations, program assessments and evaluations, manages office administration, and provides administrative assistance in strategic planning.

Collaboration and Communication:

Performs all administrative duties to support the COO & PP&ID, enabling them to be highly effective in executing their roles.

Manage multifaceted program logistics and calendars for meetings and conferences, including arranging meetings, events and catering and setting up and breaking down meeting rooms for the offices.

Work closely with the COO/PP&ID to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.

Prepare them for meetings by providing preparatory information. Research, prioritize, and manage responses to incoming correspondence and requests.

Provide a bridge for smooth communication between both offices and internal teams; demonstrating leadership to maintain credibility, trust, and support with staff.

Frequently compose, proofread, and finalize complex correspondence, documents, meeting minutes, reports, and board meeting materials, using experience and judgment.

REQUIRED SKILLS/ABILITIES:

Must possess the ability to review and analyze data and ask the right questions.

Able to think strategically and act pragmatically.

Willing to go the extra mile with a strong work ethic.

Self-directed and resourceful with the ability to deal with conflict and drive to solution.

Has the desire and competency to work in diverse racial, ethnic, cultural, and religious settings with commitment to pluralism in the workplace as well as an understanding of mission.

Able to operate flexibly and effectively in a fast-paced, constantly c