Administrative Assistant - Front Desk

Roman Catholic Diocese of Dallas•Dallas, TX

About The Position

The Administrative Assistant - Front Desk serves as the welcoming face of the Tinker Catholic Student Center, providing administrative, clerical, and technical support to the Chaplain and Campus Ministers. This role ensures warm hospitality, operational excellence, and a safe, welcoming environment for all students, visitors, and guests.

Requirements

Strong organizational and multitasking abilities.
Excellent interpersonal and communication skills.
Proficiency in Microsoft Office and database management systems.
Familiarity with communication tools (e.g., Flocknote, etc.).
Familiarity with parish management software (e.g., GabrielSoft, ChMS, etc.).
Familiarity with financial reconciliation and online purchasing platforms.
Commitment to fostering a welcoming and faith-filled environment.
Ability to perform light cleaning and organizational tasks.
Willingness to work occasional evenings or weekends for special events.

Responsibilities

Greet and assist students, guests, delivery personnel, and neighborhood visitors.
Maintain building security by requiring non-students to sign in and verify student IDs as needed.
Direct visitors requesting to speak with TCSC staff and clergy and manage incoming phone calls.
Assist the Chaplain with mail, phone calls, correspondence, filing, and calendar management.
Receive, unpack, route, and store mail and deliveries appropriately.
Maintain the TCSC facility/activity calendar and databases; resolve resource conflicts as needed.
Prepare thank-you cards and manage inventory spreadsheets and vendor contact information.
Handle financial reconciliation of invoices and expenses via Concur.
Prepare check requests, approve invoices, and manage expense reimbursements.
Perform monthly bank deposits and related financial tasks. Safe Environment Coordination
Process clearances, background checks, references, consents, and in-person interviews for required personnel.
Send reminders for upcoming renewals.
Log and categorize donated books using the library program.
Organize and maintain shelving space and ensure books are returned to their proper places. Supply Management
Oversee purchasing for building supplies, including janitorial, kitchen, and event materials.
Perform online and in-person shopping at designated stores (e.g., Tom Thumb, Staples, Costco).
Plan and organize meals for Sunday and student events.
Support setup, cleanup, and lock-up for facilities as needed.
Manage weekly communications using social media and mass e-mails.
Manage daily tidying of all building areas, including cleaning the kitchen, maintaining the lobby, and stocking supplies.
Ensure the digital signage and bulletin are updated with upcoming events.
Clean, fold, and store liturgical linens according to Church norms.
Welcome new visitors and provide tours.
Engage with students after Mass or special events to foster a sense of community.
Provide a listening ear and offer prayers to support students when needed.
Ensure confidentiality and create a safe, trusting environments for all.
Collaborate with the Chaplain to count and record weekly collections
Assist with preparations and setup for liturgical events, including Easter Vigil and Triduum.
Upkeep the Chapel and arrange flowers for Mass.