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Administrative Assistant - Office of Youth Campus and Young Adult Ministries

Company: Catholic Diocese of Arlington
Location: Arlington
Posted on: November 22, 2021

Job Description:

Description

Position at Catholic Diocese of Arlington

Meaningful work * service oriented and respectful work environment * work-life balance * generous leave * more holidays than the federal government, including Christmas week off * free parking as well as free transportation to/from Ballston metro * paid lunch breaks * professional development tuition assistance * tuition assistance for your children enrolled in our diocesan schools after 1 year of employment * generous benefits, including a pension plan * AND MORE..............................

The Diocese of Arlington is a thriving community composed of seventy parishes, six missions, and 50 schools, covering the 21 northernmost counties and independent cities in the Commonwealth of Virginia. Since our founding in 1974, the Diocese has grown significantly, becoming one of the fifty largest dioceses in the United States. We have over 4,000 employees and are still growing. We're looking for talented and committed employees to join our team.

POSITION SUMMARY:

The mission of the Office of Youth, Campus, and Young Adult Ministries is to assist Parish leaders in the Catholic Diocese of Arlington to fully incorporate young people into the life of their parish. This is accomplished through advocacy for youth and young adult ministry on the diocesan level, training and development of youth workers, large diocesan gatherings of young people, and providing collaboration and communication between all schools, parishes, and youth and young adult ministry organizations.

The Administrative Assistant (AA) maintains the office space and supplies, is the primary receptionist for a staff of 9, handles most website updates and electronic newsletters, and provides administrative and logistical support for office events.

PRINCIPAL DUTIES:

  • Is primary on receiving, screening, and directing general incoming telephone calls and voicemail messages. Responds directly to routine calls/voicemails.

    • Receives, opens, reviews and directs incoming correspondence, including faxes and email. Prepares outgoing correspondence. May respond to routine inquiries.

      • Receives and directs visitors.

        • Supports, coordinates and publicizes special meetings and events, including all meeting logistics. Schedules conference rooms, coordinates vehicle reservations, and coordinates travel arrangements.

          • Using materials compiled and written by others, prepares reports, memos, letters and other documents. Designs promotional materials, including fliers and brochures. Creates and distributes the bi-weekly "IN Box" electronic newsletter and bi-weekly young adult newsletter. Creates worship aids for events.

            • Makes regular updates to the Office webpage.

              • Creates and distributes social media posts and content.

                • Photocopies and scans material.

                  • Maintains an inventory of office supplies, letterhead, and other collateral material.

                    • Maintains general office area, ensuring cleanliness and order.

                      • Designs and maintains spreadsheets, databases, and mailing lists.

                        • Assists with maintaining financial records for office events; preparing and submitting vouchers for office and event expenditures; processing batches originating from the CDA lockbox using iMIS contact management software; processing billing, refunds, credit memos, deposits and payroll payment requests.

                          • Assists with preparing expense reports for all office staff members.

                            • Provides overall administrative and logistical support for office events - coordinates and participates in event preparation meetings; supports other event planning team members by coordinating event registration; monitors contracts for event speakers and performers; ensures event volunteers are compliant with OPCYP.

                              • Takes the lead role in ticketing for the Life is VERY Good event.

                                • Supports WorkCamp Coordinator by assembling WorkCamp crews.

                                  • Manages hospitality for events - works with caterers and restaurants to provide food; orders and shops for drinks, snacks, and supplies for meetings and events; oversees set-up and clean-up of all hospitality items.

                                    • May attend one or more daytime and overnight office event and/or meeting such as: Diocesan Kings Dominion Day, DYM Summit, YAM Summit, Mass for Young Adults, RALLY, Appreciation Dinner, Life is VERY Good, BASH, Catholic Campout, DYM Annual Meeting, FEST, WorkCamp, In-Service Days, Days of Reflection, Deeper Waters, TOT, T.B.G., YAM retreats, and other meetings and trainings.

                                      • Maintains WorkCamp and Life is VERY Good merchandise inventory and sales.

                                        QUALIFICATIONS:

                                        • Knowledge/Skills: Intermediate level proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Microsoft Outlook. Intermediate proficiency in creating webpage updates. Strong social media skills and the ability to create social media posts on a variety of platforms. Highly proficient in use of common office equipment, including copiers and scanners. Strong verbal and written communication skills. Strong organizational skills and detail oriented. Ability to use basic accounting or related computer programs to process and keep records. Ability to handle sensitive situations appropriately and with discretion and confidentiality. Self-motivated, ability to multitask in the office setting and at events. Ability to communicate effectively on the phone and in person; active listener; team player. Fluency in Spanish is a plus.

                                          • Education Required: High school diploma or equivalent.

                                            • Licenses/Certifications: Valid driver's license must be maintained at all times.

                                              • Years and Types of Experience: 2 to 4 years office experience. Paid or voluntary youth ministry experience preferred.

Keywords: Catholic Diocese of Arlington, Arlington , Administrative Assistant - Office of Youth Campus and Young Adult Ministries, Administration, Clerical , Arlington, Virginia

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