Bilingual-Administrative Assistant II-Mental Health Ministry

Diocese of Phoenix Diocesan Pastoral Center • Phoenix, AZ

42m • Onsite

About The Position

The Bilingual-Administrative Assistant II for the Mental Health Ministry provides comprehensive administrative support to the Director and other staff members. This role is crucial for managing communications, maintaining accurate data, coordinating events, and ensuring efficient resource and financial administration. The assistant will also be responsible for preparing reports and collaborating with various departments and external partners to advance mental health awareness and initiatives within the diocese.

Requirements

• High school diploma or equivalent
• Practicing Roman Catholic in full communion with the Church.
• Proven experience in an administrative support role, preferably in a nonprofit or religious organization.
• Complete understanding of how to maintain the highest level of confidentiality within the Office of Mental Health Ministry and the entire Diocesan Mental Health Ministry Teams.
• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
• Excellent communication skills, both written and verbal, with a professional and courteous demeanor.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications.
• Attention to detail and accuracy in data entry, record-keeping, and documentation.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Sensitivity to the issues surrounding mental health and a commitment to supporting the ministry's mission.
• Maintain strict confidentiality of the Office of Mental Health Ministry and Diocesan Mental Health Ministry Teams.
• Bilingual, Spanish-speaking.

Nice To Haves

• Additional qualifications in office administration or a related field are preferred.

Responsibilities

• Provide administrative support to the Director of Mental Health Ministry and other staff members as needed. This includes managing correspondence, scheduling appointments, coordinating meetings, and maintaining accurate records.
• Serve as a primary point of contact for inquiries related to the Mental Health Ministry. Answer phone calls and emails, respond to inquiries promptly, and redirect communications as appropriate.
• Maintain and update databases, spreadsheets, and other documents related to mental health programs, events, and participants. Ensure data accuracy and confidentiality at all times.
• Assist in the planning, coordination, and execution of mental health workshops, seminars, and other events. This includes managing logistics, sending invitations, tracking RSVPs, and providing on-site support during events.
• Coordinate the procurement of office supplies, equipment, and materials for the Mental Health Ministry. Monitor inventory levels, place orders as needed, and ensure that resources are utilized efficiently.
• Support budget management by tracking expenses, processing invoices, and reconciling financial records. Work closely with the finance team to ensure compliance with financial policies and procedures.
• Prepare and distribute reports, presentations, and other documents as required by the Director of Mental Health Ministry or other stakeholders. Compile data and statistics for reporting purposes.
• Collaborate with other departments, ministries, and external partners to promote mental health awareness and support initiatives within the diocese. Build and maintain positive relationships with stakeholders.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED