The Chancery
POSITION SUMMARY: The ILM Administrative Assistant II, under the supervision of the Director of Discipleship Formation and the Institute for Leadership in Ministry (ILM), administers the ILM Vietnamese track program and develops and maintains procedures for the organization of the Institute. The ILM Administrative Assistant in collaboration with other ILM staff manages both in-person classroom and online sessions, and provides support services for faculty, students, and graduates in Vietnamese. This position also collaborates on initiatives that support the ILM community as a whole.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
(Other duties may be assigned)
• Vietnamese Track Program Student and Faculty Support
o Responsible for the processing of student’s applications for new ILM candidates, and courses participants.
o Maintain regular communication with students, courses participants and faculty.
o Create and manage multiple databases: current students, graduates, withdrawn students, class lists.
o Update Attendance Spreadsheets marking absences and any other remarks for records.
o Keep records of received students’ assignments, send homework assignments to instructors for evaluation.
o Process the assignments evaluated by the instructor, maintain students’ folders with copies, and return original evaluated homework assignments.
o Communicate with students via email and student portal on missing assignments.
o Update the spreadsheets for Homework, Evaluations & Attendance weekly
o Initiates regular student correspondence and responds to students’ requests for material and information on ILM courses, via email, Google Classroom, Remind, in-person, and phone calls.
o Assist in compiling, processing, and mailing each student report to the corresponding pastor.
o Attend to faculty requests as needed for ILM Wednesday, Saturday, and course sessions.
o Manage the Google Classroom platform—class syllabi, assignments, and handouts.
o Compile evaluation reports for instructors.
o Maintain Wednesday and Saturday instructor evaluations on Google Forms.
o Prepares class announcements for ILM sessions.
o Supervises the group’s contact person.
o Prepare brochures, information kits, and other social media publicity for ILM and ILM courses.
o Support applications or platforms for communication with students and promotion, such as Remind, the Diocesan Website, and The Vine ILM pages.
o Schedule appointments between students and director and serve as translator if need it.
• Vietnamese Track Program Finances and Operations
o Process the textbook orders.
o Handle the in-person classroom sessions and Zoom sessions of the ILM and ILM courses.
o Attend to classroom needs, including projectors, photocopies, and uploading class information.
o Help to prepare, and set up hospitality for Wednesday and Saturday sessions, faculty lunch on Saturdays, and ILM courses.
o Process invoices for students.
o Update ILM application, students, and faculty forms.
o Perform reception and telephone duties for ILM office.
o Provide secretarial support to the director as needed.
• Website Maintenance in Vietnamese
o Maintain ILM webpages and The Vine
o Update the Student Portal for classes.
o Download and file Zoom recordings from sessions as need it.
• Assist with Special Events
o Assist during the ILM Orientation nights—set up, registrations, photos, assist students, introduce students to ILM apps and platforms, assist with the sale of textbooks, etc.
o Assist with the preparation and set up ILM third-year retreat—environment, hospitality, lunch, cleaning up, etc.
o Assist in the preparation of the logistics of the ILM graduation—invitations, registrations, sitting charts, certificates, set up, etc.
o Assist with the ILM Opening Mass reception and translations.
• Other duties and Responsibilities
o Oversee volunteers to prepare student summer mailing packets.
o Oversee volunteers to prepare textbooks and materials as need it.
o Assist the Department for Evangelization on special projects.
o Act as an emergency back up to ILM Coordinator to handle evening or Saturday sessions.
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 Coordinator and 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 Vietnamese
• 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 accommodation 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 Vietnamese. Excellent interpersonal and communication skills in English and Vietnamese. Ability to translate documents from English to Vietnamese and vice versa.
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.
Certificates, Licenses, Registrations:
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 30 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
Compensation: $23.00 to $27.00/hour Depending on Experience
To apply for this job email your details to irma.g.alarconderangel@dsj.org