Diocesan Chancery Opening

POSITION SUMMARY:

The Executive Secretary to the Bishop of the Diocese of San Jose serves as the primary assistant to the Diocesan Bishop in his ministry to the local Church, on a personal and administrative level. As such, the Executive Secretary to the Bishop facilitates his ministry to the parishes, schools, and diocesan institutions and is responsible for the oversight and supervision of the daily operation of the Office of the Bishop, both at the Chancery and the Bishop’s Residence. This Executive Secretary is the primary liaison to the clergy, all diocesan employees, and the people of the Diocese of San Jose as well as to other dioceses/archdioceses and all outside agencies and institutions.

 ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

(Other duties may be assigned)

• Manage and oversee the operational functions of the Office of the Bishop;
• Candidate must be a practicing Catholic who possess a basic knowledge of Church structure, doctrine, and terminology
• Establish and implement the process/es that will be used in the Office of the Bishop in regard to the day to day tasks and interaction with other diocesan offices;

• Organized and helping to influx of information organized for the bishop

• Serve as staff to any group for which the diocesan bishop requires his/her assistance, whether on a temporary or permanent basis;
• Ensure that the bishop and appropriate persons are apprised of developments and situations;

• Knowledgeable of protocol in sharing of information: i.e., with chancellor, Vicar General, etc. (This knowledge would be acquired on the job.)
• Maintain needed contact list available: Nuncio, Bishops, Priests, Catholic institutions in the diocese, etc.

• Receive, respond to, and/or redirect incoming communications to the Office of the Bishop;
• Proficiency in writing correspondence in English and Spanish using proper grammar; i.e., Thank you notes;
• Prepare and file letters of appointment to diocesan boards, councils, and committees;
• Coordinate, oversee, and maintain the official and personal schedule of the Bishop and all related matters;
• Foresee, plan, and provide for scheduling of future events, meetings, and appointments;
• Process bills and check requests;
• Maintain files, documents and databases used by the bishop, both diocesan and personal;
• Keep both diocesan office and residence office supplied;
• Maintain personal contacts, files, and documents;
• Assume any other task or responsibility requested of him/her by the Bishop

• Must be fully bilingual in English and Spanish (spoken, reading, and writing).

 OTHER REQUIREMENTS:

• This person must be able to maintain and respect confidentiality at all times;
• This person should also possess the ability to prioritize tasks and time demands.
• He/she must be able to meet deadlines and deal with a variety of tasks and personalities at the same time.
• It is recommended that this person have some form of home office with, at the minimum, access to a fax, computer, and the internet. This person also needs to have access to an automobile.

• Energetic
• Compassionate and professional on phone calls and with visitors
• Professional and modest dress
• Availability by phone in urgent situations for needed information
• Team attitude (helpful with appropriate boundaries) with coworkers

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: BS/BA – 4 year college degree, preferably with a background in either Administration or Humanities. This person must have at least five years’ experience of working in a Church-related office. In addition, this person should have at least five years’ experience of working with a Diocesan Bishop, a CEO, or someone in a comparable position.

 Language Skills: A proficiency in both English and Spanish is a requirement of this position. This person must possess excellent written and verbal language skills. Not only must he/she be able to read, interpret, and synthesize main points of correspondence or documents, but this person must also be able to edit and compose letters, documents, and reports that are clear, accurate, and reflective of the style of the local Ordinary. This individual will also be expected to provide concise, accurate, and articulate verbal responses.

 Computational Skills: This individual must be able to work with a budget, to process timely and accurate payment of bills, and to detect discrepancies related to the budget or other monetary matters. This person must also be able to calculate and determine numbers for various functions.     

Reasoning Ability: Must be able to solve problems quickly, in consideration of the information at hand, diocesan policies, and personal knowledge and experience.

Technical Skills: Proficient in Microsoft Office; working knowledge of Outlook and Excel, Word. Must know and be able to take short-hand or possess comparable speed-writing skill. Must be able to transcribe a dictated letter. 

Certificates, Licenses, Registrations: Driver’s license           

Physical Demands: This individual must be able to stand, walk, and move around quickly between the various rooms in the office suite. He/she must also be able to lift and/or move up to 10 pounds.  

Physical Environment: This employee will work in an individual office with an inner door that is usually open. His/her office is immediately adjacent to a reception area.  He/she acknowledges all visitors to the Office of the Bishop. 

Working Conditions:  Although the office is the normal and preferred place to fulfill the responsibilities of this position, many of its functions can be performed from another location. This person must be able to accomplish tasks in spite of numerous interruptions and deadlines. The working hours of this position are not limited to a schedule of 8:30 a.m. to 5 p.m. This person will need to be available to the bishop in the evening and weekends, as needed. 

How to Apply: 

Please submit cover letter and resume to Christina Dickson at jobs@dsj.org.

POSITION SUMMARY: 

• Works collaboratively with the Vicar for Clergy to assist retired priests or priests in need
• Works with the Benefits Department to assist in retired priests’ understanding of benefits
• Will assess, plan, implement, coordinate, monitor and evaluate the options and services required to meet an individual priest’s health and human service needs

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

(other duties may be assigned)

Assist priests through the transition into retirement

• Assist priests with completing Advance Directives, Power of Attorney, Release of Medical Information Form, emergency contacts/next of kin, and Funeral Arrangements
• Monitor and assist in managing chronic health conditions and terminal care
• Visit priests during hospital stays & coordinate with hospital discharge planner for post-hospital care
• Provide regular emotional and practical support to all ill priests and family as appropriate and needed
• Monitor health and safety of retired priests living independently
• Assess, assist and/or make referral for in-home help as needed
• Collaborate with appropriate parties to provide continuity of care when priest’s medical status changes
• Assess need for higher level or care.  Assist and coordinate transfer to facility when prior residence no longer appropriate
• Go to doctor’s appointments as needed to advocate for a priest.
• Provide health education and community resources as needed
• Arrange employee flu shot clinic
• Perform other duties as assigned

OTHER OR SHARED RESPONSIBILITIES:

• Attend priest retirement board meetings
• Give regular reports to Vicar for Clergy/Bishop

Education and/or Experience:

Bachelor’s degree in Nursing. Master’s Degree in a related field, such as medical Social Work or Health Care.

Language Skills:

Effective oral and written communications skills are required.  Effective interpersonal skills, including the ability to interact with individuals at all levels of the organization and of different ethnic and cultural backgrounds.  The ability to train individuals and provided group presentations.  Bilingual skills in Spanish, Vietnamese or any language a plus.

Computational Skills:

Advanced medical and healthy lifestyle assessment knowledge required.

Reasoning Ability: 

Ability to solve practical problems and deal with a variety of variables in situations in the care of current and retired priests in the Diocese.

Certificates, Licenses, Registrations:

Current Nursing License

Working Conditions:

The employee must be physically present in the office.  Able to work cooperatively with other members of the staff and with parish staff and be able to multi-task.  The employee is expected to work 24 hours per week (8:30 to 5:00) three days a week: Monday, Tuesday and Thursday.

Other Requirements:

The employee must have knowledge of Church structure and culture.

How to Apply:

Please submit cover letter and resume to jobs@dsj.org.

POSITION SUMMARY:

Develops and maintains procedures for the organization of the Institute, administers the office, and facilitates communication between the Institute and other entities.

 ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

(other duties may be assigned)

• Administrative office duties
  • Responsible for replying to student communication on ILM students email
  • Perform reception and telephone duties for ILM office
  • Provide secretarial support to the director as needed
  • Word processing of reports, class materials, correspondence
  • Maintain and update office files
  • Monitor budget, process invoices, prepare check requests including all faculty stipends
  • Monitor supplies and orders when necessary
  • Secure meeting space, catering, equipment as needed
  • Update and distribute ILM student directory annually
  • Coordinate textbook ordering process
• Student support
  • Serve as contact person for students
  • Maintain status reports on student attendance and assignments
  • Initiates regular student correspondence
  • Prepare student summer mailing packets
• Faculty support
  • Prepare faculty summer mailing
  • Compile student evaluation sheets
  • Attend to classroom needs:  projectors, photocopies, uploading class information
• Communication
  • Send monthly electronic newsletter
  • Prepare Institute brochure and Information Kit.
• Manages Student Databases
  • Create and manage multiple databases:  current students, graduates, withdrawn students, class lists
• Website maintenance
  • ILM webpages: analyze data and update demographics, forms, photos, update as needed
  • Manage Sitekreator website- class syllabi, assignments and handouts
• ILM class days
  • Prepare and set up for Wednesday and Saturday sessions (Wednesday when the Institute is in session, work hours for this position are 2:00pm-10:00pm. Saturday sessions, the work hours are 7:30am – 3:30pm.)
• Tuition billing
  • Process all student billings (Quick Books) to parishes and individuals
  • Track scholarships by parish/individual
  • Collect payments and prepare deposits
• Coordinates special projects – e.g., Evenings of Prayer, graduation, and retreats.

 OTHER OR SHARED RESPONSIBILITIES:

• Works with the Director to develop, review, and update policies and procedures as necessary.
• Supports the Council of Lay Ecclesial Ministers in sending out quarterly newsletters and processing reimbursements.

 THIS POSITION SUPERVISES:

• Recruits, organizes and supervises ILM volunteers and class contact people

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:  Associates Degree with a minimum of 3-5 years administrative experience, or equivalent combination of education and experience.

Language Skills:  Bi-lingual English-Spanish required

Technical Skills:  Proficient in Microsoft Office, Publisher, and Quickbooks.  Ability to maintain database files and merge documents.

Other Requirements:

• Keep before him/her the Pastoral Plan with its emphasis on lay leadership. This means attentiveness to the needs of the students, the needs of the faculty, and the needs of the parishes as articulated by the pastors.
• Be able to work effectively with both clergy and lay people.
• Interact with many internal and external groups: Chancery personnel, faculty, pastors, parish staffs.
• Be sensitive to, respectful of, and proficient in a multicultural environment.
• Exhibit hospitality in the office and at the Institute sessions and to do his/her best to create a welcoming environment for students and faculty.
• Possess an awareness of and a commitment to service.
• Be able to act with discretion and to maintain complete confidentiality.
• Proactively approach and commit to do whatever is necessary to ensure the smooth functioning of the Institute.

 How to Apply:

Please submit cover letter and resume to jobs@dsj.org.

POSITION SUMMARY:

The Service Desk Analyst is the helpful and friendly face of support for Diocesan and school employees. This role is part of a support team, helping both local and remote users gain the most from Diocesan technology systems. Successful candidates are familiar with industry best-practices, have solid experience in Windows and Mac application support, and are self-motivated with a flair for positive human interaction.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

(other duties may be assigned)

• Provide front-line OS, application, and hardware support for local and remote users
• Perform user access and account management in Active Directory
• Support IT asset lifecycle management (procurement, imaging, deployment, tracking, dispositioning) for Diocesan supported hardware and software
• Provide IT related orientation and training for new hires
• Prepare, provision, maintain, and retire distributed technology systems (e.g., laptops, desktops, printers, phones, etc.)
• Prioritize, track, and document all service activities via Service Management (ticketing) system
• Provide timely incident management and service fulfillment activates in accordance with Service Level Objectives
• Execute all activities in compliance with established Information Security and IT Service Management controls (e.g., change, incident, and problem management)
• Support the testing, validation, and documentation of software and hardware systems
• Create and maintain support documentation for consumption by end-users and IS staff
• Occasional after-hours support for Diocesan projects, initiatives, and IT systems maintenance
• Create a positive customer support experience with a consummately professional attitude
• Maintain and ensure strict confidentiality of information.
• Work as a member of the team by promoting the mission and philosophy of the Catholic Diocese of San Jose. 

OTHER OR SHARED RESPONSIBILITIES:

• 2+ years of service desk support experience in a Windows and Mac technology environment
• Associates Degree or equivalent experience
• Relevant Certifications; A+, HDI, Microsoft MTA, MCSA
• Core Requirements include functional knowledge and experience with:
  • Windows and Mac desktop OS and application support
  • Mobile device and application provisioning, maintenance, and management
  • Networking concepts and troubleshooting, especially the TCP/IP protocol suite
  • VoIP client configuration and troubleshooting
  • Client hardware & peripheral configuration, provisioning and troubleshooting
  • Multi-function printers and plotters
  • File systems structure, permissions, and access support
  • Active Directory User and Computers administration
  • SLA-driven task management

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. 

• Strong verbal communication and documentation skills, including experience translating complex technical subjects in a way that is meaningful to the target audience
• Ability to maintain a professional, positive and friendly manner always
• Ability to multi-task, shift focus, and prioritize workflow with minimal supervision
• Ability to engage peers and leadership in process improvement and problem resolution
• Familiarity with ITIL/ITSM concepts
• At least 7+ years of relevant work experience.
• 3+ years of progressively responsible directly related work experience.
• A. or B.S. degree or equivalent education required.
• Excellent communication skills.
• Knowledge in the Catholic Church work setting. 

Please email resume and cover letter to Christina Dickson: jobs@dsj.org.

POSITION SUMMARY:

The Applications Administrator is responsible for the technical operations and system administration of all SaaS and Educational applications, including, but not limited to School information system, CRM, CMS, video conferencing system configuration (including related systems and applications), user setup, performance management, and resolution of technical issues, ensuring the system is properly configured and supported at all times. This individual will work closely with the IT team, teachers and learners across school to ensure our learning and application systems are leveraged for success.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

(other duties may be assigned)

• Responsible for the operations of the applications team including support of installed applications, management of application upgrades and implementation support for new systems.
• Configures, implements, tests, and maintains varying system applications. Also provides technical support to users, investigating and researching to reach resolution.
• Responsible for application administration for multiple and varied systems used by employees. This includes but is not limited to access and security.
• Responsible for triage, prioritization and assignment of requests driving them to closure in a timely and accurate manner.
• Manages hardware and software inventory database, verifies maintenance invoices, and tracks warranty expiration dates, ensures contracts are renewed and licenses are in order, physically and electronically for various maintenance.
• Manages the change control process in accordance with change control policy and standards.
• Works closely with business leaders across the company to understand business requirements, convey system possibilities, and help align priorities.
• Collaborates with members of IT to ensure the application portfolio fits into the technical infrastructure and digital strategy while ensuring cyber security is in place to protect the overall computing environment and critical data.
• Coordinates resources and processes to ensure timely delivery of application enhancements and support.
• Ensures end-user performance/efficiencies by understanding best practices, building standard operating procedures/process design, documentation, and end-user training.
• Provides classroom and individual training in various software applications.
• Maintains knowledge of new technology developments and forecast future trends in the area of application integration in the industry.
• Performs other related duties as required.
• Maintain and ensure strict confidentiality of information.
• Work as a member of the team by promoting the mission and philosophy of the Catholic Diocese of San Jose.

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.

• B.A. or B.S degree or equivalent education required.
• At least 5+ years of relevant work experience.
• Excellent communication skills.
• Knowledge in the Catholic Church work setting strongly preferred.

Please email resume and cover letter to Christina Dickson: jobs@dsj.org.

POSITION SUMMARY:

The SIS Administrator is responsible for the technical operations and system administration of the SIS including, but not limited to, system configuration (including related systems and applications), user setup, performance management, and resolution of technical issues, ensuring the system is properly configured and supported at all times. This individual will work closely with the IT team, teachers and learners across school to ensure our learning systems are leveraged for success.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

(other duties may be assigned)

• Maintain and support SIS (PowerSchool) and related applications/systems (i.e., PowerSchool Registration, ParentSquare).
• Be the primary technical contact for the schools with PowerSchool and related systems.
• Serve as a point of escalation for all system issues, administrative aspects, and important processes of the SIS.
• Troubleshoot user issues through the HELPDESK TICKET SYSTEM.
• Reviews and debugs existing customizations and reports, as necessary.
• Research problems and suggest / implement solutions and data repairs.
• Train and support all users.  Create orientation and training materials to ensure functional use of the student information system by teachers, staff, and students.
• Coordinate and execute regular SIS functions and processes including, but not limited to:
  • Yearly Rollover / End of Year Process / Beginning of Year Process.
  • Distribution of Student/parent Portal login information and portal setup.
  • Assisting schools with master scheduling as necessary.
  • Creating profiles and permissions for staff and teachers as required.
  • Coordinate systems upgrade activity, where appropriate.
  • Implement changes to existing systems caused by statutory changes or new ideas submitted by users.
  • Assist application users with tasks involving querying the database.
  • Verify the accuracy of the data produced by reports and programs.
  • Create and maintain reports including report cards and transcripts.
• Develop detailed implementation plans for system modifications and improvements.
• Develop and revise processes and procedures, standards and guidelines relating to schools’ databases.
• Designs, builds, and implements changes, extensions and enhancements to SIS application program and reports according to software standards and conventions.
• Maintain integrity of confidential information.
• Perform related work as needed.
• Participate in activities that further professional growth of self and IT staff.
• Maintain and ensure strict confidentiality of information.
• Work as a member of the team by promoting the mission and philosophy of the Catholic Diocese of San Jose.

OTHER OR SHARED RESPONSIBILITIES:

• Carry out the Bishops’ strategic plan for digital evangelization and contribute to the Diocesan mission in accordance with its Catholic identity.Demonstrated proficiency in data input, analyzing data, and data accuracy.
• Good oral and written communication skills
• Strong organizational and problem-solving skills
• Ability to communicate with a wide variety of people
• Ability to manage projects, contractors and vendors
• High-level of initiative & detail-oriented
• Ability to handle a wide variety of tasks with minimal supervision
• Ability to anticipate problems and provide solutions 

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.

• Prior experience administering student information systems
• Possesses a good understanding of all components, features, and functions of PowerSchool SIS or similar SIS
• At least 7+ years of relevant work experience.
• At least 5+ years of experience managing a team.
• B.A. or B.S. degree or equivalent education required.
• Excellent communication skills.
• Knowledge in the Catholic Church work setting strongly preferred.

Please email resume and cover letter to jobs@dsj.org.