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SENIOR ADMINISTRATIVE ASSISTANT
Clerical/Administrative, FT Employee
St. Joseph St. Luke (Belmont, MA)
Provide high-level administrative and organizational support for the pastor of the collaborative and for the collaborative leadership team. This will include creating a system of communication that will allow the pastor to appropriately manage his active schedule by understanding the needs of his position and being able to orchestrate his activities accordingly. The position calls for professional interaction with internal and external constituents of the collaborative and a high level of confidentiality.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1) Oversee all administrative functions needed to support the pastor, including, but not limited to the following:
–Monitor and coordinate the pastor’s calendar and correspondence by way of consultation with him and the management leadership staff of the collaborative.
–Research, draft, and proofread various written communications for the pastor.
–Receive and direct calls for the pastor in a knowledgeable and professional manner with a high degree of sensitivity for confidentiality.
–Maintain files and records relating to the administrative and office functions. This could include, but not be limited to, records relating to any and all sermons, speaking engagements, events, or meetings in which the pastor leads and/or teaches.
2) Oversee all administrative functions needed to support the leadership team, including, but not limited to the following:
–Create and maintain rotating schedules for responsibilities shared among the leadership team (e.g., Scripture reflection, Confirmation, RCIA, bulletin columns, etc.).
–Facilitate collaborative meetings by scheduling and confirming participants; coordinating materials, facilities, meals, and any other meeting requirements; and, when necessary, taking minutes and preparing them for distribution.
–Provide project management for leadership team projects. Handle all administrative details for collaborative projects and ensure timely completion of them. This will include maintaining lists of key tasks per project, those responsible for completing each task, and respective due dates.
–Schedule celebrants for daily and weekend Masses for the collaborative and confirm with all celebrants.
–Refer calls to staff members of the collaborative based on assessment of the contact person and matter at hand.
3) Coordinate the collaborative’s communications to parishioners and potential parishioners.
–Coordinate and edit bulletin publication.
–Ensure that the Web site is updated.
–Provide support for the collaborative’s use of social media.
–Maintain and update contact information for key constituents of the collaborative (e.g., staff, CPC, Finance Councils, etc.).
–Interact in positive and professional manner with staff and visitors to the parishes of the collaborative.
Other duties as may be assigned.
Bachelor’s degree preferred, plus 5-7 years in a senior support role in a business, education or other professional setting.
Possession of a sound theological understanding of the Catholic Church through continuing education in catechesis, new evangelization, or ministry preferred.
High level of proficiency in Microsoft Office required.
Experience working with the public and handling issues/complaints in a diplomatic and respectful manner.
Demonstrated ability to handle confidential, time-sensitive and critical matters using good judgment, tact, respect and discretion.
Ability to anticipate needs, establish priorities, maintain confidentiality, demonstrate discretion, project a positive attitude and exercise a high level of professionalism.
Strong skills in organizing, multi-tasking and following through in a busy, changing environment.
Excellent relationship-building skills with a focus on service to others.
Ability to establish trust and work collaboratively.
Strong communication skills (both oral and written).
Willingness to support the mission of the Catholic Church. (65)