Administrative Assistant II - Vocations Dept

Diocese of Tucson•Tucson, AZ

5d•Onsite

About The Position

Under the direction of the Director of Vocations, this role is responsible for coordinating, facilitating, and providing secretarial and administrative support for the Director of Vocations for the Diocese of Tucson and others as required by the Director. The employee shall be a minister of the Gospel and Catholic Teaching both academically and behaviorally while at work and in his/her personal life. The position requires fostering communication and collaboration with Priests, Seminarians, diocesan employees, parish employees, and volunteers, providing assistance as necessary. The role involves displaying personal initiative, coordinating, facilitating, managing, and organizing with timeliness and accuracy, supporting the pastoral and administrative responsibilities of the Vocations Director. Maintaining and respecting the privacy of the Vocations Director, the Bishop of Tucson, and others is crucial. The position handles incoming calls and visitors, screens requests for information, prioritizes and schedules calendar requests, and manages logistics for meetings and events. Planning, organizing, and executing events for the Office of Vocations, handling correspondence, managing files and records, and providing secretarial support are key duties. The role also involves monitoring expenses, processing check requests and invoices, and having basic knowledge in graphic design for creating flyers and social media content. Staff support to other organizations may be required, along with other duties as assigned.

Requirements

A working knowledge of, and a strong commitment to the mission of fostering lay leadership in the Catholic Church; must also be a practicing Roman Catholic in full communion with the Church.
Excellent communications skills including written, verbal, public speaking, and presentation skills.
Excellent human relations and interpersonal skills; must be a self-starter and be well-organized; must be a team player.
Ability to travel and be available for evening and weekend work as necessary; have reliable transportation.
Ability to manage multiple tasks simultaneously.
Proficiency in the use of computer technology including word processing and the use of excel and related technology; ability to maintain confidentiality.
Flexibility in assessing needs and strategies and adapt appropriately in a ministerial environment.
The ability to successfully complete a criminal history and background check.
Professional bearing and clean and neat personal appearance.
Bachelor’s degree in business or public administration from an accredited institution or equivalent experience
Two to five years’ experience in a high activity environment as a secretary or administrative assistant or equivalent

Nice To Haves

Bi-lingual (Spanish/English) preferred.

Responsibilities

Support the pastoral and spiritual mission of the Diocese and the Catholic Church
Abide by Catholic principles in the teacher’s professional and private life and shall govern his/her professional and private life in strict accordance with Catholic morals and principles to demonstrate complete adherence to Catholic moral strictures.
Foster communication and work collaboratively with Priests, Seminarians, diocesan employees, parish employees and volunteers; provide assistance as necessary.
Display personal initiative, coordinate, facilitate, manage, and organize with timeliness and accuracy, support for the pastoral and administrative responsibilities of the Vocations Director.
Maintain and respect the privacy of the Vocations Director, the Bishop of Tucson and others similarly supported.
Receive and handle all incoming calls and visitors, screen and handle requests for information.
Prioritize, coordinate and schedule calendar requests; maintain and ensure accuracy of calendar; handle and coordinate logistics for all meetings, social functions, dinners, and gatherings.
Plan, organize, and execute events for the Office of Vocations.
Accurately and on a timely basis, handle all correspondence, incoming and outgoing.
Manage and maintain files and records as necessary for the Office of Vocations.
Provide secretarial support as required, including composing and typing of correspondence.
Monitor expenses, process check requests and invoices for payment as required.
Have basic knowledge in graphic design such as creating fliers, ability to create content for the social media of the Office of Vocations.
Provide necessary staff support to other organizations as requested.
Perform other duties as assigned.