Administrative Coordinator – Archdiocese of Seattle (Seattle, WA)

ADMINISTRATIVE COORDINATOR
Clerical/Administrative, FT Employee
Archdiocese of Seattle (Seattle, WA)

Administrative Coordinator

The Catholic Schools Office of the Archdiocese of Seattle has an opening for a full-time Administrative Coordinator. This opening is to fill a newly created position due to restructuring.

GENERAL INTRODUCTION:
The Archbishop is the visible principle and foundation of unity in the particular Church entrusted to him. In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Archbishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them. (Directory on the Pastoral Ministry of Bishops, 198)

Each position employed in the Chancery helps to extend the ministry of the Archbishop in particular ways as outlined in the position description.

GENERAL SUMMARY OF ESSENTIAL PURPOSE:
Responsible for efficient and effective operations of all administrative aspects of the main office of the Office for Catholic Schools. Provides particular administrative support to the Superintendent and the Assistant Superintendent for Marketing and Enrollment Management.

ESSENTIAL POSITION DUTIES:
1. Under the direction of the Superintendent, participates with other staff members in implementing the mission of the department. This may include planning, developing and evaluating the department’s programs and services. Troubleshoots, researches, and presents possible solutions to improve the work environment and systems of the OCS. Serves as a professional resource to the staff in the area of administrative and technical support.
2. Manages operations of the Office for Catholic Schools:
a. Receives and screens all phone calls, observing professional standards of phone etiquette
b. Keeps an updated inventory of supplies, orders supplies in a timely and proactive manner
c. Creates, maintains, and updates the OCS office procedures manual for all staff and monitors the archival documents in Catholic Shared and the OCS File room
d. Regularly updates all OCS calendars and serves as the primary OCS liaison for any calendar-related needs, for example: Outlook calendars, OCS At-A-Glance calendars, online central calendar, and Chancery calendar events
e. Maintains, edits, and updates communications and rosters for OCS, for example: OCS website, the principals’ mailing, annual contact lists, the annual academic school calendar, the per-pupil tax mailing
f. Fosters a climate of gracious hospitality and models a positive professional atmosphere towards OCS staff, to all visitors, and to guests attending meetings
3. Manages work flow for the Superintendent:
a. Makes appointments
b. Anticipates and plans for upcoming meetings, presentations and other events requiring the Superintendent’s presence
c. Creates and maintains a “tickler file” of recurring correspondence
d. Prepares letters from the “tickler file” for editing and/or signature
e. Prepares all other correspondence
f. Provides other services as needed
4. Manages work flow for the Assistant Superintendent for Marketing and Enrollment Management:
a. Screens phone calls
b. Makes appointments
c. Provides set-up and logistics for local educational and development events
d. Assures creation of PowerPoint presentations and other materials as needed for various meetings, events and projects
e. Creates promotional materials for Teacher Excellence Day, the Leadership Academy, and the Summer Leadership Institute
f. Serves as liaison with vendors for events
g. Provides other services as needed
5. Recruits, supervises and evaluates students and adult volunteers to assist with office work, special projects, and events.
6. Manages communication and budgeting for the annual Archbishop’s Dinner with High School Leaders. Serves as liaison with the coordinator of the annual concert of High School Choirs at Benaroya Hall and oversees the budget for this event. Assists other staff on special projects and events as needed, for example the quarterly principals’ meetings, principals’ annual retreat, and Teacher Excellence Day.
7. Maintains the budget for OCS, posting requests for reimbursements, accounting for expenses, projecting budgetary requests, and providing regular communication, guidance, and direction to each assistant superintendent through the annual budget cycle.
8. Serves as liaison and recorder of minutes for key stakeholder groups, for example: OCS staff meetings, the Archdiocesan School Board, the Executive Principals, and other special meetings, as required.

ESSENTIAL QUALIFICATIONS:
1. Primary:
a. Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop;
b. Ability and desire to use God-given gifts and talents in service of the local Church in support of the collaboration between lay and ordained Ministers.

2. Education:
a. Bachelor’s degree highly preferred.

3. Experience:
a. At least 4 to 6 years experience working as an administrative or technical assistant;
b. Expertise in database development and management (Access);
c. Proficient in the Microsoft office suite;
d. Proficient in InDesign, PowerPoint and other graphic arts programs, highly preferred.

4. Other Elements:
a. Strong organizational skills and the ability to multitask;
b. Excellent communications and telephone skills;
c. Excellent interpersonal skills and the ability to deal with a variety of individuals;
d. Ability to work independently as well as in a team;
e. Ability to maintain high levels of confidentiality.
f. Bilingual proficiency in Spanish, preferred.

Competitive salary and excellent benefits. To apply for this job, please visit our website at www.seattlearchdiocese.org/jobs. We require all applicants to submit our standard application and a cover letter. Resumes alone will not be accepted. (296)

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