Office Administrative Coordinator - San Antonio, United States - Archdiocese of San Antonio

Description

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Job Type

Full-time

Description


FLSA Status:
Full-time, Non-exempt


Reports To:
Vicar for Clergy


Benefits Include:
Sick & Vacation Leave

Holidays

Parental Leave

Health Benefits (medical, dental, vision, Long &Short-term Disability)

Life Insurance

Summary:

The Administrative Coordinator in the Office of Clergy and Consecrated Life is primarily responsible for the coordination of all events and schedules for the Office and maintains communication with all Clergy and Religious workers in the Archdiocese of San Antonio.

The Coordinator creates and maintains census lists, parish profiles and event registration systems and procedures by the utilization of computer and web-based systems and software.

They coordinate, prepare, and execute all clergy events throughout the year.

The Coordinator will also be responsible for the coordination of the Clergy Wellness Program and pastoral care for our retired and infirm Clergy.

Position Responsibilities:
* *Prepares and maintains the Clergy Office online (MS outlook) calendar of events.
* *Maintains communication with all Clergy and Religious workers in the Archdiocese of San Antonio.
* *Organize and ensure all event administrative details are in order for successful operation of the event.
* *Communicates and gathers all necessary registration information and communicates information for Clergy events such as: Retreats, Clergy Convocation, Chrism Day of Reflection, Clergy Days, Clergy Socials and Presbyteral Council.
* *Coordinates all events with the Executive Pastoral Ministry Center staff and all clergy using electronic newsletters and emails.
* *Creates and maintains census lists, event registration systems and procedures by the utilization of computer and web-based systems and software.
* *Serves as the Primary contact for venues and vendors to host and cater all Clergy Office events.
* *Coordinates with facility managers to prepare the venue as needed for each event.

• Responsible for the deposits and payments to all vendors at the various events.

* *Coordinates with the print shop to prepare various handouts and badging.
* *Maintains a list of volunteers to help with check-in/registration at various events.

• Coordinates with the department of Pastoral Ministry and Liturgy for worship aids, Chapel set-up and take down.

* *Responsible for coordinating and promoting Clergy Wellness initiatives at various events and occasions.
* *Coordinates the pastoral care for retired and/or infirm clergy.

• Manages and organizes the supply room and processes orders for supplies as needed.
• Assist with the daily administrative duties for the Office of Clergy such as preparing letters of good standing(LOS), temporary faculties (celebrets) and other correspondence as needed for the Vicar of Clergy.
• Adhere to safety training and protocols on a daily basis and take precautionary measure to ensure the safety and well-being of self, others.
• Responsible for protecting strict confidentiality of any information or material obtained in the service with the Office of Clergy and Consecrated life to include but not limited to names and information, services rendered to Clergy, donors names and gifts, internal and external investigations or results of any investigations.
• Adherence to the Archdiocese Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.
• Essential Functions - ADA

Requirements


Minimum Qualifications:
Education

• Bachelor's degree in business management or related field. Additional experience in lieu of degree may be considered.

Experience

• Minimum of five (5) years' experience in an office setting.
• One (1) year experience in event planning preferred.

License and Credentials

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills:

• Experience in organizational administration and business communications.
• Bilingual in English and Spanish preferred;
• Practicing Catholic or familiarity with the Catholic Church preferred;
• Excellent interpersonal and customer service skills;
• Extensive working knowledge of Microsoft 365, and MS Outlook; MS Teams;
• Experience with computer and web-based software and Database Management (i.e.,MS Azure, Flocknotes preferred);
• Must be detail oriented, organized, self-motivated, work well independently AND on a team;
• Must have good written and verbal skills;
• Must have good critical thinking and problem-solving skills.

Travel Requirements:
Travel requirements for the position includes up to 15% local and 0% overnight.