GENERAL DESCRIPTION

The Administration & Program Assistant for the Executive Director of Ministries of Missionary Discipleship, Associate Director of Life-long Faith Formation, and Youth & Young Adult Ministry is responsible for performing administrative assistant duties, program supervision and implementation and special project functions as directed. S/He is responsible for the overall coordination of the clerical and cost center/financial management work and program support for all the activities of the offices.

ESSENTIAL FUNCTIONS FOR MINISTRIES FOR EXECUTIVE DIRECTOR OF MISSIONARY DISCIPLSHIP, LIFE-LONG FAITH FORMATION, AND YOUTH AND YOUNG ADULT MINISTRY:

  • Preparing correspondence, reports, and materials.
  • Maintaining the administrative and financial records of the offices.
  • Planning and anticipating materials as needed for regularly occurring projects.
  • Initiating follow-up for new and on-going projects.
  • Operating computer and office machines necessary to complete administrative support work.
  • Facilitation of the Annual Data Survey Process and compiling reports in cooperation with the Chancellor’s and Safe environment Offices.

General Office Services for MINISTRIES OF EXECUTIVE DIRECTOR OF MINISSIONARY DISCIPLESHIP, LIFE-LONG Formation, AND Youth and Young Adult Ministry:

  • Answer telephone calls and respond to general inquiries and facilitate transfers to other department or Pastoral Center offices/staff members.
  • Set and prepare meeting rooms to include food/beverage items.
  • Maintain confidentiality about matters as may be appropriate.
  • Perform other specific duties as assigned by the Executive-Director.

Specific Duties for the Ministry of Life-Long Faith Formation:

  • Assist with communication with ministry leaders using postal service, email, and Internet programs specifically and not limited to, Constant Contact, SurveyMonkey, Doodle, Flocknote, and Catholic Web, etc.
  • Process statistical information as received.
  • Compose and prepare letters, reports, and program brochures.
  • Assist in scheduling and processing all arrangements including responses, registrations, and all financial aspects of programs/events.
  • Attend and assist with oversite/management and hospitality for special programs, including but not limited to, Mentorship, Advent Gathering, Professional Development Days.
  • Develop and maintain office database with contact and communication information for Parish, Diocesan, Province and National Organization contacts and colleagues.
  • Assist with the updating and maintenance of the Website pages especially the password protected sections.
  • Oversee all regularly recurring billing, payments related to the Echo Program/Partnership with the University of Notre Dame. Maintain student records, contracts, evaluations related to the program.

Specific Duties for the Office of Youth and Young Adult Ministry

  • Keep an accurate and up to date database of youth and young adult ministry leaders and event participants. These include (but are not limited to) Flocknote, and internal database.
  • Must anticipate changes within parish settings and be proactive in acquiring the appropriate contact information,
  • As the office is notified of changes in staff, all databases must be updated,
  • Must problem solve bounce back emails.
  • Compose and prepare correspondence (such as newsletters and promotional materials) with youth, youth ministers, young adults, and ministry leaders using postal service, email, and web based specifically and not limited to, Flocknote, SurveyMonkey.com, Doodle.com.
  • Create a monthly Constant Contact newsletter to be sent out to CYMs,
  • Must be able to take dictation or effective notes in order to prepare news, updates and information to be included in newsletters and emails,
  • Compose and prepare letters to be sent out upon request.
  • All correspondence must be approved by the Director/Associate Director before being sent out.
  • Keep accurate records for youth and young adult ministry events and programs,
  • Create Excel files with participant information for events including NCYC, WYD, March for Life, Good Samaritan Project, young adult retreats, and any other events.
  • Update the web page information and Instagram frequently and as required,
  • Upload flyers to webpage
  • Update calendar of events
  • Post concluding pictures and summaries of prior events
  • Assist in scheduling and processing all arrangements for special events sponsored by the office,
  • Knowledge of other Diocesan events taking place so as to prevent conflict.
  • Communicate with venues and vendors to reserve facilities for upcoming events.
  • Prepare, organize, and distribute all materials needed for programs being offered / sponsored by the office,
  • Manage the Theology on Tap box, replenishing the contents
  • Assist in packing for Certificate Course Programs
  • Communicate with “Called to Be” host parishes about their needs for supplies/prayer resources and prepare these for transport.
  • Assist in packing supplies and preparing resources for various retreats and special events.
  • Follow Director’s/Associate Director’s calendar of events to know of the whereabouts in case of inquiry,
  • Take detailed messages and inform the Director/Associate Director with pertinent information concerning the caller needs in order to help to prepare for return calls.
  • Keep accurate financial records and prepare all financial transactions including keeping a running balance on budget accounts.
  • Prepare and maintain an organized file system of both hard and soft copies for all office materials and programs.
  • Order materials and supplies as needed for daily operations and ongoing programs and events.
  • Assist in prioritizing the tasks of the office.
  • Perform multiple tasks at the same time in order to keep up with all programs as well as day to day office procedures,
  • Take initiative to ask and assist the Director/Associate Director when general tasks are completed.
  • Maintain and catalogue all resource materials in youth and young adult ministry library; including but not limited to, keeping accurate records of materials being borrowed and returned.
  • Record and prepare minutes for youth and young adult meetings.
  • Transcribe and compile written notes by committee tasks groups.
  • Keep and follow a task calendar with deadlines.

Collaborative Relationships:

  • Directly accountable to and evaluated by the Executive Director of Missionary Discipleship, Associate Director of Life-Long Faith Formation, and the Director of Youth and Young Adult Ministry.
  • Collaborates with the offices of the Department including the Offices of Marriage and Family Life, Lay Pastoral Ministry Institute/SEPI, as well as other offices of the Pastoral Center.
  • Interacts with pastors and their pastoral/catechetical staff in service to the parishioners of the local parishes of the Diocese.
  • Interacts with Directors of Faith Formation and Parish Youth/Young Adult Ministers of the Diocese as well as all other evangelization or Faith Formation Colleagues in the parishes.

WORKING CONDITIONS

  • This position is expected to be in a Catholic, Christian environment.
  • Travel to and from diocesan functions and functions sponsored by the Offices of Evangelization, Formation, and Youth/Young Adult Ministry.

QUALITIES AND SKILLS

  • Practicing Catholic with an understanding and respect for the teachings and mission of the Catholic Church.
  • Minimum: High school education; post-secondary courses of study in business/secretarial science, to include computer technology.
  • Successful experience in Diocesan Pastoral Center level ministries with a vision toward and demonstration of ministry & mission effectiveness in all interactions that support and promote Evangelization, Formation and Ministries with and for the Young Church.
  • Good human relations skills; ability to be outgoing and friendly, yet business-like in dealing with people; ability to maintain confidentiality; willingness and ability to work constructively, cooperatively, and creatively with other staff members; possess a working knowledge of English grammar, spelling, and composition; ability to anticipate needs for meetings, projects, and reports; demonstrate initiative; ability to exercise mature judgment; ability to accept constructive correction and direction and the ability to integrate gospel values with all aspects of the position
  • Spanish language fluency a plus.
  • Able to maintain confidentiality and exercise discretion.
  • Self-motivated, collaborative, and adaptable.

EQUAL OPPORTUNITY EMPLOYMENT-

The Diocese of Saint Petersburg is an equal opportunity employer. We consider all qualified applicants without regard to race, color, national origin, age, disability, or other legally protected categories. As a Catholic institution, the Diocese reserves the right to prefer applicants who are practicing Catholics in good standing and who can fully support and promote the mission, teachings, and values of the Roman Catholic Church.

Job Type: Full-time

Benefits:

  • Medical/Dental/Vision insurance
  • Employee assistance program
  • Health Savings Account/Flexible Spending Account
  • Life Insurance
  • Paid time off
  • Parental leave
  • Retirement plan

Schedule:

  • Monday to Friday
  • Office hours 8:30 AM – 5:00 PM
  • Hours may vary due to work demands
  • This is an in-person, non-exempt position

Candidate must successfully complete a Level II FBI background screening and attend Safe Environment Training.

To Apply:

Interested candidates should submit a resume and completed application to: Patty Rudis, Associate Director of HR: prudis@dosp.org