Summary: The Staff Assistant provides administrative, programmatic, and clerical support to the project director of the "Caminando Juntos: Accompanying Small-Town and Rural Pastoral Ministers" project. The Assistant, under the guidance of the Director of Caminando Juntos, provides operational support in all aspects of the program, as needed, and coordinates procedures for handling documentation submitted by external partners, diocesan coordinators of Rural Ministry, and students. The assistant takes special care to support in the facilitation of day-to-day operations of the program, the outreach with regional and national consultants in rural ministry, lay formation and young adult formation as assigned, and reinforcing communications with the diocesan offices participating in the initiative. Under the direction of the Director of Rural Ministry, the assistant also provides administrative support to the Director of Regional Programs and Office of Student Affairs in implementing administrative tasks for the academic programs provided by MACC to diocesan partners. This position is grant-funded through December of 2029, and remains subject to change of scope and duration due to organizational needs, performance, or other external factors.
Requirements
Position responsibilities include: - Provide administrative, programmatic, and clerical support; serve as initial contact for inquiries.
- Prepare and mail materials to partner dioceses and for marketing.
- Interface with other departments or units at MACC (Academics, Programs, etc.); communicate with external organizations and other contacts, as requested by the Program Director.
- Maintain and manage the administrative filing system and files for the projects.
- Process and record Purchase Orders for payment of invoices incurred by the projects.
- Design multimedia promotional material (e.g., website, print, and social media platforms) and informational publications for public distribution or MACC's semi-annual newsletter and related Public Relations.
- Prepare and submit all financial transactions of the programs to the Finance Office: check requesting, invoices, grant-related costs.
- Assist the program directors in managing project dealings (such as contracts and arrangements) with printers, mailers, general advertisers, suppliers, and 3rd party consultants.
- Research consultation opportunities with national providers, as assigned by program director; facilitate contacts, scheduling, and potential workflow with any contracted consultants.
- Keep the program directors well informed; document meetings with notes or minutes, as assigned; and assist the directors in meeting urgent deadlines.
- Prepare information and documents needed for project reports, subgrant requests and reports, and other communication.
- Assist with managing and maintaining the Regional Projects database, such as tracking student and diocesan inquiries and projects.
- Field inquiries regarding the College's initiatives and route inquiries to the appropriate director/staff
- Provide administrative support in tracking student registrations, academic advising progress, and communications with participating diocesan coordinators.
- Assisting in supporting all Rural Ministry Certificate applicants throughout the application process.
- Process the Rural Ministry certificate applications through to "Pending Decision" status in the Student Information Database; Daily tracking of all applicants (primarily during the season March, June), timely and responsible follow up with all applicants, ensuring completion and uploading of all required documents; Maintain ongoing communication with applicants, their diocesan coordinators, and the Director of Regional Programs throughout this process; Maintain communication with Director of Student Affairs on status of all applications. Track each cohort of students, including student status from admissions, through to graduation.
- Provide administrative support to other program directors or offices (such as the Office of Student Affairs) as assigned by the Director of the Rural Ministry Program.
Other Responsibilities: - Regularly engage in personal growth, professional development, theological study, prayer, charity and justice work, and spiritual formation.
- Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others.
- Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to students' names and information, services rendered to students, donors' names and gifts, board members' information, internal and external investigations or results of any investigations, and financial information.
- Adherence to the Code of Conduct and the Faith and Morals Policy of the Archdiocese of San Antonio is mandatory.
- Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
- Perform other duties as assigned.
Minimum Qualifications: Experience
- Three years or more of experience performing a variety of complex administrative support duties, including recording minutes, word processing, facility with graphic design software, and filing systems.
- Experience in higher education or ministry settings, including parish or diocesan ministry, is a plus, though not required.
- Must be bilingual in English and Spanish.
Education
- A Bachelor's degree in Business Administration or a related field, or additional experience in lieu of post-secondary education.
Minimum Knowledge and Skills: - Effective oral and written communication skills, including proficiency in English and Spanish, grammar, punctuation, and composition;
- Proficiency in general office practices, procedures and equipment;
- Demonstrated proficiency in Word, Excel, graphic design program(s) and database program(s), and ability to learn new programs;
- Able to multi-task and manage interruptions, strong organizational skills and ability to work with minimal supervision; must be able to develop own routine, anticipate needs, and follow projects through to completion;
- Ability to maintain strict confidentiality;
- Ability to work cooperatively with other colleagues and departments;
- Ability to learn quickly and a variety of programs;
- Must be detail oriented, organized, self-motivated, work well independently and cooperatively on a team;
- Ability to write and format letters for various occasions;
- Ability to organize files and office systems;
- Experience with computer and office software.
Travel Requirements: Travel requirements for the position include approximately 5% local and 2% overnight.