Administrative Assistant (Hispanic Ministry Office)

POSITION SUMMARY:

Provides comprehensive administrative operational and ministry support to the Director of Hispanic Ministry. Serves as a key liaison among diocesan offices parishes clergy ministry leaders volunteers presenters and external partners. Coordinates day-to-day office operations event planning and logistics communications financial administration and departmental initiatives to ensure the effective delivery of diocesan Hispanic Ministry programs and services.

KEY RESPONSIBILITIES:

• Provide administrative support correspondence management scheduling agendas minutes records management and office coordination.
• Coordinate logistics registrations facilities hospitality certificates materials volunteer communication and participant communication for diocesan events including the Eucharistic Congress Hispanic Ministry formation programs leadership development initiatives conferences workshops and special events.
• Serve as a bilingual point of contact in English and Spanish for clergy parish staff volunteers and participants.
• Prepare reimbursement requests invoices stipends credit card reconciliations and other financial documentation.
• Maintain databases registration systems mailing lists attendance records and departmental files.
• Create distribute and maintain promotional materials flyers forms certificates and electronic communications.
• Coordinate travel arrangements and meeting logistics as needed.
• Support recruitment and onboarding processes including interview scheduling candidate communication and coordination with Human Resources.
• Collaborate with diocesan departments and external organizations in the planning and execution of joint initiatives.
• Utilize Microsoft 365 tools including Outlook Teams SharePoint Forms Word Excel Planner and related collaboration tools to support departmental operations.

OTHER RESPONSIBILITIES:

• Perform related duties as assigned by the Director of Hispanic Ministry.

DIRECT REPORTS:

• N/A

POSITION REQUIREMENTS:

Education

• Practicing Catholic in good standing with the Catholic Church.
• High school diploma or equivalent required; additional education or training in business administration or a related field is a plus.
• Bilingual proficiency in English and Spanish with the ability to read write speak and translate effectively in both languages.

Experience

• Previous administrative or office support experience preferred
• Excellent organizational interpersonal and written/verbal communication skills.
• Proficiency in Microsoft 365 applications including Outlook Word Excel PowerPoint and Teams.

Skills

• Strong organizational interpersonal and communication skills.
• Proficient in Microsoft 365 applications.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and exercise sound judgment.

Physical

The physical requirements described here are representative of those that must be met by an employee to successfully perform the Responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the positions Responsibilities.

• Ability to operate standard office equipment sit and stand for extended periods move throughout office and event venues and occasionally lift and carry items up to 25 pounds.

PREFERRED QUALIFICATIONS

• Experience in a parish diocesan school nonprofit or ministry environment.
• Experience coordinating events and managing registrations.
• Experience working with multicultural and bilingual communities.
• Knowledge of Catholic teaching parish life and Hispanic ministry.

WORKING ENVIRONMENT:

• Regular office hours at the Pastoral Center.
• Requires occasional evening and weekend work in support of diocesan programs and events.
• Some travel within the Diocese of Charlotte may be required.

ABOUT THE DIOCESE OF CHARLOTTE:

The Roman Catholic Diocese of Charlotte encompasses 2750 personnel across 93 parishes and missions and 20 Catholic schools in 46 counties of western North Carolina with a growing Catholic population of more than 565000