Administrative Assistant - Campus Ministry

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The employee serves as the initial contact for visitors to campus ministry and maintains a working relationship with collaborators in various university departments. Provides clerical support and performs receptionist and secretarial duties in support of the assigned sector. Utilizes basic computer skills, including Microsoft Office and Google Suite, and department-related software programs and respective office equipment. Under general supervision, provides administrative support to the Mission Sector, Mission Office and Campus Ministry. Assists with regular and extraordinary programming from the sector and advances administrative work related to financial processes, liturgical materials, and managing workflow of student workers.

ESSENTIAL DUTIES:

Responsible to the Director of Campus Ministry

• Provide administrative support to both the Director of Mission Integration and the Director of Campus Ministry, such as answering telephones, scheduling appointments, greeting visitors, and answering sector-related questions.
• Assist with liturgical ministry at Alumni Chapel, such as Sunday Mass materials, contacts, prayer requests, and funerals.
• Assist with large University Masses and events in Alumni Chapel or on campus. Work with other departments if needed.
• Order flowers and all supplies for Alumni Chapel, schedule piano tuning and bell maintenance when needed.
• Submit part-time paperwork for Chapel temporary employees and maintain payroll for them.
• Submit work orders for Alumni Chapel and Campus Ministry.
• Maintain budget spreadsheets in the shared drive for Campus Ministry, Mission and Alumni Chapel.
• Supervise, train, schedule, and maintain payroll for student employees.
• Schedule daily and Sunday Mass intentions for Alumni Chapel.
• Assist with programs and events conducted by each department as needed.
• Process weekly deposits for Sunday collection, Mass intentions, weddings, and events.
• Process reimbursements, purchase orders, and expense reports.
• Assist the Campus Minister when needed.
• Perform other duties as assigned.  
• Responsible to the Director of Campus Ministry
• Assist the Director of Mission Integration with the Vincentian Mission Institute, Mission Committee, and Vincentian Excellence Initiative for mission formation.
• Coordinate aspects of the three-day conference for the Vincentian Mission Institute on campus.
• Assist with the Vincentian Scholars Program, such as, scheduling, room assignments, and events.
• Maintain confidentiality of information, including but not limited to, student and employee personal information, student grades, for example, both during and after their employment with the University. Any question regarding confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.
• Perform other duties as assigned.

GENERAL DESCRIPTION % of Time

35% Answer telephones, take messages, screen visitors, schedule appointments, maintain office calendar. 30% Create, input and maintain spreadsheets, databases, correspondence and documents. 20% Administer aspects of liturgical events and programs.

15% Perform administrative tasks such as, requisitions, deposits, and submitting forms for reimbursements.

ERGONOMIC REQUIREMENTS:

The functions of the position are usually performed sitting but may require some amount of standing time. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information.
• Budget management skills.
• Proficiency in handling various office machines including but not limited to; keyboard, calculator, computer, copier and fax machine.
• Ability to receive telephone calls, respond to injuries and effectively communicate with others.
• Computer or literate, including Microsoft Office and Google Suite, and ability to learn new computer software programs.
• Excellent organizational skills with attention to detail.
• Ability to perform all the essential job functions accurately with minimal direct supervision.
• Ability to display sound judgment to ensure timely processing and completion of assigned tasks.

QUALIFICATION STANDARDS

1. High school diploma required, Associates Degree preferred, with education training and experience that provides the necessary knowledge, skills and abilities.
2. A minimum of 3-5 years of experience performing similar tasks is required.