Administrative Assistant

Description

Position Title:   Administrative Assistant 

Status:                Part Time, non-exempt 

Reports to:        Director - Office of Child and Youth Protection  

Position Objective

• The Office of Child and Youth Protection (OCYP) is seeking an Administrative Assistant to support the primary functions of its ministries: safe environment training and compliance, responding appropriately to allegations of sexual abuse, and providing care and support to those harmed by an agent of the Church. This position is based upon a schedule of 28 hours per week.
• Essential Duties 
• Provide support for the OCYP Director in the day-to-day functions of the needs of the department.
• Maintain accurate records and databases for OCYP functions including processing invoices and submitting check requests for payments to vendors.
• Assist the Victim Assistance Coordinator in managing pastoral response to OCYP clients.
• Manage the screening, vetting and billing processes in relation to providing support to OCYP clients. 
• Maintain the OCYP website and assist in creating communications from OCYP.
• Collaborate and Coordinate with the Training and Compliance Coordinator in:

           Monitoring safe environment compliance for volunteers, responding to phone and email inquiries, and assist with audit preparation.

           Serving as point of contact for volunteers for management of database systems (Virtus, Clear Star, etc.).

          Assisting with conducting onsite and remote program audits.

• Serve as Facilitator for implementation of the Virtus® Protecting God’s Children for Adults training program, completing certification within first 90 days of employment.
• Collaborate with other dioceses related to account transfers, duplications, or other needs for volunteers. 
• Serve as SEC for the Independent Review Board. 
• Collect compliance reports from parishes and schools and report data to OCYP Director for the USCCB Charter audit
• Provide administrative support for meetings including room reservations, set up, hospitality, clean up. Provide meeting minutes as requested. 
• Manage and maintain confidential files.
• Handle telephone and e-mail inquiries and messages.
• Produce letters, documents, and spreadsheets.

Knowledge, Skills and Abilities

• Handle records and sensitive issues with confidentiality, empathy, and compassion.
• Demonstrate exceptional communication skills (verbal and written).
• Demonstrate high attention to detail and accuracy.
• Work independently with confidence.
• Handle multiple, competing priorities.
• Demonstrate professionalism in all interactions.

Requirements

Basic Qualifications

• Intermediate skills in Microsoft Office products including Word, PowerPoint, and Excel.
• Minimum three (3) years’ administrative assistance experience. 
• Undergraduate degree in business or related field is preferred.
• VIRTUS® Facilitator certification or willing to complete within 90 days. 
• Practicing Catholic in good standing with the Church preferred but not required.
• Bilingual Spanish helpful but not required.

Note: All employees are required to consent to a background check, commit to our Code of Conduct policy, and complete online and in-person training prior to hire.