Administrative Assistant for Catholic Schools

GENERAL INTRODUCTION:

The Archbishop is the visible principle and foundation of unity in the particular Church entrusted to him.  In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community.  In order to fulfill his mission, the Archbishop employs suitable, chosen collaborators (clerics, religious, or lay people).  He shares with them the apostolic mission and entrusts various responsibilities to them. (Directory on the Pastoral Ministry of Bishops, 198)

 

Each position employed in the Chancery helps to extend the ministry of the Archbishop in particular ways as outlined in the position description.

 

GENERAL SUMMARY OF ESSENTIAL PURPOSE:

Provides administrative, logistical and general secretarial support to the Assistant Superintendent for Instructional Services and Accreditation, and to the Catholic Schools staff

 

ESSENTIAL POSITION DUTIES:

1.  Participates with the director and other team members in implementing the mission of the department.  This includes planning, implementing, and evaluating the department’s programs and services.  Serves as a professional resource to the staff in the area of administrative assistance and as the primary telephone contact for constituents calling the Catholic Schools Department which includes the 800 line.

2.  Provides administrative and logistical assistance in planning and coordinating the Professional Development Day or other key programs.  This includes attending and serving as a committee member in the Professional Development Committee meetings; recording and distributing the minutes and agenda; fielding phone inquiries and responding to emails; refines, sequences, and lays out registration and program brochures using desktop publishing software such as InDesign; collaborating in the development of Profile event management database and a Profile database to assess conference evaluation, inputting evaluation forms into databases, and designing a summary of evaluation results.  Trains temporary assistant for data entry.

3.  Provides administrative and logistical assistance in supporting federal Title Programs in the schools.  This includes surveying schools, preparing memorandums and electronic mailings, tracking expenses, and communicating with schools, school districts, and third party providers.

4.  Provides administrative and logistical assistance in the Western Catholic Education Association and Northwest Association of Accredited Schools accreditation process for our schools.   This includes formatting templates for a number of functions, programs and activities, and sending letters of correspondence and electronic mailings to accreditation chairpersons, team members, and principals.  Enters and maintains team members and chairpersons in Microsoft Access Data Base.  Assists in the creation and preparation of training materials and packets.

5.  Provides administrative and logistical assistance in the planning and execution of Programs benefitting students with special needs. This includes maintaining the database of participants and fees for training sessions; sending pre-course materials to participants; setting up equipment, training  configuration, and refreshments; collecting supplies for training; copying documents for evaluation and feedback; and providing additional technical assistance to training facilitators.

6.  Provides additional assistance in community relations and partnerships.  This includes coordinating and forwarding meeting agendas for the Seattle University and Archdiocese of Seattle Educational Leadership Advisory Council; coordinating facility, menu selection, parking logistics for meetings.  Provides logistical support for the two-day Summer Leadership Institute and providing logistical support in liaisons with other Universities and Associations as delegated.  Provides additional general office assistance such as preparing the monthly newsletter; responding to electronic correspondence; processing and distributing daily mail; and other duties on projects and tasks as assigned.

 

 

ESSENTIAL QUALIFICATIONS:

 

1.  Primary:  Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop.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.

 

2.  Education:Bachelor’s degree, highly preferred.

 

3.  Experience:At least 2-4 years secretarial or administrative assistant experience preferred.Proficient in Microsoft Office, PowerPoint and Adobe InDesign with a variety of computer programs and applications including word processing, databases, and spreadsheets.

 

4.  Other Elements:Strong organizational skills and the ability to work under pressure and with multiple tasks.Excellent interpersonal skills and the ability to deal with a variety of people.Excellent communications skills both verbal and written. Ability to work independently as well as in a team.Knowledge of and familiarity with the Catholic Church in Western Washington; active member of a parish/faith community in good standing with the Church, highly preferred.Ability to move about and to lift workshop materials of about 10 to 20 lbs.Bilingual competency in Spanish preferred.Ability to maintain high levels of confidentiality.