ILM Coordinator, Chancery Office

The ILM Coordinator, under the supervision of the Director of Discipleship Formation and the Institute for Leadership in Ministry (ILM), administers the ILM and Advanced Lay Leadership (ALL) formation programs, develops and maintains procedures for the organization of the Institute, and facilitates communication between the ILM/ALL staff, faculty, and students. The ILM Coordinator handles in-person classroom and Zoom sessions, and coordinates support services to the ILM and ALL students.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

(Other duties may be assigned)

• Program support
• Coordinate the processing of student’s applications for new ILM candidates, and courses participants.
• Maintain regular communication with students, courses participants and faculty.
• Manage the Google Classroom platform—class syllabi, assignments, and handouts.
• Attend to faculty requests as needed for ILM Wednesday, Saturday, and course sessions.
• Initiates regular student correspondence and responds to students’ requests for material and information on ILM, ILM courses, and ALL students’ email, Google Classroom, Remind, in-person, and phone calls.
• Prepares class announcements for ILM sessions.
• Supervises the group’s contact person.
• Prepare brochures, information kits, and other social media publicity for ILM and ILM courses.
• Support applications or platforms for communication with students and promotion, such as Remind, the Diocesan Website, and The Vine ILM pages.

 

• Student mentoring support
• Coordinate mentoring assistance to students who fall behind the ILM requirements.
• Keep track of students who require assistance with homework assignments.
• Supports students with technical questions and provides computer assistance.
• Recruit volunteers to mentor students and coordinate training.
• Coordinate meetings between students and mentors and track students’ progress.
• Maintain information, including descriptions of homework assignments for each module and provide this information to mentors.
• Other tasks as needed for the mentoring program.

 

• ALL Students
• Maintain and support student records and information from the Deacon Formation team and the University of Santa Clara.
• Assist with the administration of the Advanced Lay Leadership program.
• Coordinate with the Deacon Formation program team on logistics for the ALL program
• Schedule appointments between ALL students and the director.
• Assist with the Morning Prayer service and reception for ALL graduates.

 

• Finances and Operations
• Monitor supplies and orders when necessary.
• Coordinate textbook ordering process.
• Secure meeting space, catering, and equipment as needed
• Handle the in-person classroom sessions and Zoom sessions of the ILM and ILM courses.
• Attend to classroom needs, including projectors, photocopies, and uploading class information.
• Coordinate, prepare, and set up hospitality for Wednesday and Saturday sessions, faculty lunch on Saturdays, and ILM courses.
• Coordinate volunteers to assist with setup and hospitality for ILM courses.
• Communicate with Cristo Rey’s manager regarding any ILM needs or facility issues.
• Schedule facilities for ILM courses.

 

• Coordinates special events
• Coordinates the ILM Orientation nights—set up, registrations, photos, assist students, introduce students to ILM apps and platforms, coordinates the sale of Spanish textbooks, etc.
• Prepare the logistics of the ILM graduation—invitations, registrations, sitting charts, certificates, set up, etc.
• Prepare and set up ILM third-year retreat—environment, hospitality, lunch, cleaning up, etc.
• Coordinates the ILM Opening Mass reception.
  • Assist with the Morning Prayer service for the ALL and coordinate the reception.

 

 

REQUIRED SKILLS/ABILITIES:

• Ability to work under the supervision of the Director of Discipleship Formation and ILM.
• Ability to work in collaboration with the ILM Administrative Assistant.
• Ability to work collaboratively and cross-functionally with all departments and offices in the Chancery offices.
• Ability to write emails and reports.
• Ability to work with Excel spreadsheets, update/data entry, and file organization.
• Fluently speaking, reading, and writing English and Spanish
• Must be able to work effectively with both faculty and students.
• Must interact with many internal and external groups: Chancery personnel, pastors, parish staff, and volunteers.
• Must be sensitive to, respectful of, and proficient in a multicultural environment.
• Possess an awareness of and a commitment to service.
• Must exercise discretion and maintain complete confidentiality.

 

THIS POSITION SUPERVISES: Volunteers 

QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, ability or physical demands required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience: Bachelor’s degree preferred with a minimum of 2-3 years administrative experience or equivalent combination of education and experience. In addition, experience in working in ministries and an understanding of the Roman Catholic Church structure and ministry.

Language Skills: Fluently speaking, reading, and writing English and Spanish. Excellent interpersonal and communication skills in English and Spanish. Ability to translate documents from English to Spanish.

Reasoning Ability: Requires problem solving, decision making, ability to see cause and effect, and forecasting.

Technical Skills: Microsoft Office 365, Google Drive, Adobe Suite, WordPress, or other website software.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects and talk or hear. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds.

Physical Environment: While performing the duties of this job, the employee will work in an individual office. The offices are situated next to one another. The space is wheelchair accessible.

Working Conditions: The employee must be able to work collaboratively, share responsibilities, and multi-task. The employee is expected to work evenings and some weekends as needed.

Other Requirements:

• Must be a practicing Catholic.
• Ability to articulate and communicate the vision, mission, and philosophy of the Diocese of San Jose.
• An eagerness to collaborate with colleagues.
• Ability to build professional trust.
• Adept at collecting, analyzing, and responding to multiple forms of data.
• Ability and willingness to operate with a complex, culturally and economically diverse environment, including a multicultural work force.

This is a full-time, benefits-eligible position.

Pay Range: $25.00 – $28.84 per hour, based on experience and merit.

To Apply: Please send your cover letter and résumé to Irma G. Alarcón de Rangel at irma.g.alarconderangel@dsj.org