Administrative Operations Assistant - Executive Administration Department

Archdiocese of LA•Los Angeles, CA

About The Position

The Administrative Operations Assistant supports the Directors of Operations, the Executive Assistant, and other operational departments by maintaining operations reporting and information systems and providing administrative services. Under the general supervision of the Directors of Operations, the role supports the cemetery and mortuary divisions with revenue, expense, operational, and patron-satisfaction reporting, as well as meeting coordination, communications, and other administrative tasks. The position may also perform client-relations activities and helps maintain effective communication with cemetery and mortuary administrative staff and parish priests. The role represents the Roman Catholic Church through its work and is expected to conduct itself in accordance with the Church’s goals and mission. It requires accurate data entry and reporting, coordination with staff and vendors, maintenance of price lists and standard forms, and compliance with company policies, procedures, and instructions. The position also contributes ideas to improve operations and enhance the Archdiocese’s reputation.

Requirements

High school diploma required.
Previous administration experience or at least 2 years of related support experience.
Strong knowledge of Microsoft Office Suite, including Outlook, Word, Excel, SharePoint, and PowerPoint.
Knowledge of cemetery and mortuary policies, procedures, contracts, customer files, and interment-rights records.
Knowledge of customer-service principles and practices.
Basic mathematics skills, including discounts, interest, proportions, and percentages.
Knowledge of confidentiality standards and practices.
Effective written and verbal communication skills.
Customer-service skills, including responding to inquiries and complaints.
Presentation skills for communicating with patron family members, coworkers, and management.
Data-entry and reconciliation skills.
Interpersonal skills, including tact, patience, and diplomacy.
Organizational and project-coordination skills.
Ability to develop and maintain effective working relationships.
Ability to read and interpret policies, procedures, contracts, and records.
Ability to present information effectively to diverse audiences.
Ability to follow through on multiple pending requests to completion.
Ability to self-start, organize, coordinate, and execute assigned projects.
Ability to calculate and apply basic mathematical concepts.
Ability to concentrate and accurately complete moderately complex forms.
Ability to work independently with initiative and minimal supervision.
Ability to maintain confidentiality.

Nice To Haves

Active member of a Roman Catholic faith community.
Bachelor’s degree.
Experience using HMIS, CRM, or other database management systems.
Bilingual communication skills in Spanish and English.

Responsibilities

Provide administrative assistance to the Directors of Operations, Executive Administration Assistant, and other operational departments.
Prepare letters, memos, reports, spreadsheets, filing, and other general administrative materials.
Record and enter revenue, expenses, operational results, and data from sales and operations information systems.
Post relevant reports and tracking information and update sales and operational reports as appropriate.
Distribute reports to other departments and contractors as directed.
Create reports and analyses for the regional management team within required deadlines.
Assist with creating and implementing Operational Playbook initiatives and a tracking system.
Produce and amend standard forms for use at cemeteries and mortuaries.
Coordinate and communicate with the operational administrative team through daily, weekly, or monthly meetings.
Maintain current mortuary price lists and the cemetery price book and master copy.
Communicate with vendors, maintain current price lists and product offerings, and regularly distribute memos, reports, and standard forms by email or in person.
Comply with company policies, procedures, and instructions.
Contribute ideas to improve the operational business and enhance the Archdiocese’s reputation.
Perform various services and client-relations activities as needed.
Maintain effective communication with cemetery and mortuary office administrative staff and parish priests.
Travel offsite for meetings.