Executive Administrative Assistant
Executive Administrative Assistant
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Job Description
Job Summary:
The Executive Administrative Assistant assists the Vicar General and Moderator of the Curia by supporting the activities and services of his office. The assistant manages the administrative efforts of the Office of the Vicar General in collaboration with the assistant of the Office of the Vicar for Priests in the planning and execution of successful meetings and events of these offices. The position reports to the Vicar General and Moderator of the Curia and operates with wide latitude for the use of independent judgment and initiative.
Ministerial Character
The Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him. In a unique and visible way he makes Christs mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission the Bishop employs suitable chosen collaborators (clerics religious or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.
Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description. Therefore the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church.
Essential Job Duties:
As an integral part of your ministry for the Church as carried out in this position support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.
Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
Continuously grow in your ministry by participating in religious ceremonies training sessions and reflection activities as directed.
Provide general administrative support to the Vicar General/Moderator of the Curia.
Manage general priest documentation including but not limited to official letters of appointment pagellas incardination and excardination documents priest retirement correspondence and documents and ordination documents.
Manage the processing of clergy guest approvals and letters of suitability in collaboration with the Receptionist including both letters produced on behalf of priests assigned in the Diocese of Austin and letters received on behalf of visiting clergy.
Support Vicar General/Moderator of the Curia with board and committee meetings.
o Assemble agendas manage membership information and eligibility (terms positions election results) and correspondence with members of the boards and committees.
o Secretariat Directors Presbyteral Council APP&T Board Deans Meetings Diocesan Health Care Forum New Pastor/Intl. Priest/Newly Arrived Priests and others as needed.
Manage by-laws and governing documents for the boards as well as draft appointment letters election histories correspondence past agendas minutes and other historical documents or information related to the boards or groups meetings events or actions.
Manage meeting logistics including but not limited to meeting room reservations setup breakdown name cards/tags pre-meeting communications with presenters IT needs refreshments meals providing the building receptionist and others with rosters of attendees coordinating socials and special celebrations.
Process various items of canonical and ecclesiastical documentation as requested.
Process permissions from Vicar General on behalf of the Bishop for tabernacles construction or renovation projects and chapels Sacraments Mass/sacrament schedules and other requests.
Coordinate with Vicar for Priests Office for pastoral assignment announcements.
Support Vicar General in coordination and process for creating the Quinquennial Report.
Provide general administrative support for the Office of Consecrated and Apostolic Life.
In collaboration with the Archivist manage obituaries and prayer cards for deceased priests.
With other administrative personnel process and maintain documentation for the commissioning of Extraordinary Ministers of Holy Communion.
Process decrees and dedication documentation.
Process imprimatur and nihil obstat documentation.
With other administrative personnel manage the Bishops Advent Dinner for diocesan staff in collaboration with the office of the Bishop and the Formation and Fellowship Committee.
Coordinate with the Formation and Fellowship Committee and Meeting and Events Planner for the Advent and Lent Staff Days of prayer.
Other duties as required to effectively manage the day-to-day operations with the administrative offices of the curia.
Maintain a work schedule that maximizes availability to parishes and diocesan staff.
Other duties as assigned.
Knowledge Skills and Abilities:
Knowledge of the structure and basic teachings of the Roman Catholic Church.
Knowledge of office practices record keeping techniques and file maintenance.
Skill in writing and editing various documents.
Skill in working with high level clergy and public officials.
Skill in operating position-appropriate technology including various word-processing and spreadsheet software database programs web browsers and other typical office equipment and technology.
Ability to provide excellent customer service and work effectively with staff clergy religious and laity.
Ability to maintain strict confidentiality at all times.
Ability to organize prioritize and utilize effective time-management techniques.
Ability to work in a fast-paced environment.
Ability to carry out multiple tasks complete tasks per established guidelines and meet deadlines.
Ability to follow instructions furnished in verbal or written format.
Ability to work independently.
Ability to work in collaboration with other administrative staff on various projects.
Ability to proficiently communicate in English (conversing reading and writing).
Minimum Qualifications:
Education and Trainings:
Associate Degree from an accredited American university or equivalent in a foreign country.
Experience:
Four (4) years of full time wage-earning related work experience.
Language Requirement:
English (proficient in conversing reading and writing).
Spanish (proficient in conversing reading and writing). Preferred but not required.
Catholic Requirement:
Must be a practicing Roman Catholic in good standing.
Licenses/Certifications:
Notary Public
Valid Texas drivers license.
Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.
Working Conditions:
All employees of the Diocese of Austin are engaged in ministry and closely tied to the Bishop in the exercise of his ministry and obligations to the church.
The Diocese of Austin is an at-will employer.
All buildings and vehicles owned by the Diocese of Austin are tobacco-free.
Working in a fast-paced environment with priorities and plans that may change rapidly.
Working on weekends evenings and some holidays may be required.
Will be exposed to religious ceremonies conduct and speech including Catholic Christian prayer and liturgical celebrations.
Will be required to adhere to established dress codes and conduct standards.
May be required to use personal or diocesan vehicles to drive to parishes or other off-site locations.
Traveling within and outside the diocese to meetings and other events may be required and travel may include overnight lodging.
Employment Type
Full-Time
