• Administration, Finance & Office
  • San Jose, CA

Chancery Office

The Administrative Assistant will report to the Evangelization-Logistics Coordinator. The Administrative Assistant oversees venues for events, transportation, catering, policy compliance issues and all communications with local contacts for any event in the department. The Administrative Assistant, as a member of department for Evangelization staff, works together with Evangelization team and Chancery staff, to collaborate on projects and the planning process. The Administrative Coordinator requires someone with high energy, flexibility, can work independently, bilingual and bicultural, independently solve problems, project management skills and proactive attitude.

 Ability to work collaboratively and cross-functionally with other departments within a team environment with staff, church officials and volunteers.
 Provides support to the Evangelization team to coordinate operational activities and streamline office processes and procedures.
 Responds to communication requests, using judgment and initiative to determine the approach or action to take.
 Maintain a file system both hard and electronic copies for the Evangelization team.
 Support new project development in coordination with the Evangelization team.
 Complete projects and special assignments in a timely manner by establishing objectives, determining priorities, managing time, exercising problem solving and adjusting plans accordingly.
 Assist in updating Evangelization team calendar, conference room and zoom reservations.
 Organizes and updates participants’ registration, attendance, assignments and information for courses, workshop and other events
 Coordinate and manage the Evangelization team meetings and events to ensure a smooth execution within allotted budget and timeline, including but not limited to:

  •   Reserve locations and Zoom set-up; communicate information to attendees; coordinate hospitality; prepare resources; assist with set up of tables, chairs, and technology needed.
  •   Provide technical assistance as technical usher during Zoom meetings/events.

 Obtain, enter data, organize and reconcile pertinent data as needed for reporting and other uses.
 Comfortable creating, maintaining and reconciling moderate to complex spreadsheets.
 Assist in office bookkeeping tasks, including:

  •  Prepare deposit for money collected in the department and record all deposits in the appropriate categories.
  •  Prepare invoices for balances due using mail merge and manually.
  • Prepare income/expense sheets for events.
  •  Reconcile against finance reports.
  •  Process payments’ request for various projects as assigned.
  • Additional tasks as assigned.

 Communicates, collaborates and cooperate with all staff on the Evangelization team.
 Works collaboratively and cross-functionally with all departments and offices in the Chancery offices, parish level, other Arch/Dioceses and organizations.

 Order and maintain supplies/inventory for the Department of Evangelization for in office or meeting use only.
 Organize department supply room and two-storage room in lunchroom for Department for Evangelization.
 Back-up for front desk reception.
 Provides support to fundraiser events.
 Prepares hospitality in-house meeting set-up conference room set-up.
 Collaborate on preparing event materials, certificates, nametags, packets, and other materials as requested for events, trainings and other.
 Create and update Office 365 online Forms and work quickly with Excel.
 Prepare department meeting agenda, meeting minutes and reports as requested.
 Background in Catholic faith, extremely helpful. 2-3 years of experience in your Catholic Parish Life as staff or volunteer preferred.

To perform this job successfully, the Administrative Coordinator 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.

Bachelor’s degree with a minimum of 3-5 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.
Ability to speak, read, and write English and Spanish fluently. Excellent interpersonal and communication skills in English and Spanish. Ability to translate documents from English to Spanish.
Basic math skills.
Ability to problem solve, deal with a variety of situations and troubleshoot technical difficulties with equipment. Ability to interpret a variety of instructions in written, oral diagram, or schedule form. Ability to multi-task and effectively coordinate various events at the same time through self-initiative and self-motivation.
Proficient in Microsoft Office 365, Familiarity with Adobe Acrobat, SharePoint, Zoom, MS Teams, Smart Sheets. Ability to maintain files, manage versions, merge documents and share documents.
Valid Driver’s license preferred, as this position may require some travel to diocesan sites.
While performing the duties of this job, the employee is regularly required to sit for extended periods of time and use hands in repetitive motion. Must be able to frequently lift and/or move up to 40 pounds. Also, have vehicle to transport equipment for in-house and outside activities or events for the Department for Evangelization.

The employee must be physically present in the Department for Evangelization, able to work cooperatively with other members of the staff and with clients and be able to multi-task. The employee is expected to work normal office hours.
(8:30 A.M. – 5:00 P.M.) Monday – Friday. Occasional evening and weekend meetings, but overtime and/or travel are rarely required.
 Practicing Catholic preferred.
 Knowledge of the Catholic Church structure, culture, and its mission.
 Able to work cooperatively and collaboratively with other members of the staff as well as with staff members outside the department.
 Able to multi-task and provide good customer service.
 Travel and overtime (if applicable) may be required occasionally.
 Must be able to maintain confidentiality.

To Apply: Interested candidates send your resumes and cover letter to Mary Jewel, mary.jewell@dsj.org

This is a nonexempt full time position.

Salary Range: Based on experience and educations, salary range is $23.41- $24.00 per hour.

To apply for this job email your details to mary.jewell@dsj.org