Project Administrative Coordinator

Job Description

We are seeking a collaborative, detailed-oriented self-starter to join our mission-driven team. The Project Coordinator is responsible for providing day to day support to two offices: COO/Pastoral Planning. This person is responsible for supporting the Pastoral Planning Office with implementation projects, assisting in implementing a project plan that outlines goals, objectives tasks, timelines and resources needed to ensure implementation is successful. The individual will identify schedules, help in project scopes, provide administrative assistance in establishing budget estimations, and implementation plans, including problem solving issues that arise.

This person will also provide a variety of administrative support at a senior level performing clerical tasks such as scheduling and setting up for meetings, preparing documents and agendas, and taking notes for meetings. This candidate must be effective in planning, prioritizing and executing tasks in a timely manner. They must also exhibit skills in building and maintaining strong relationships both internally and externally.

The ideal individual will be proactive and anticipatory in their approach, possess excellent judgment in a variety of situations, demonstrate strong written and verbal communication skills, assist in planning critical events, have a high attention to detail, exemplify an energetic, poised, and positive demeanor, and demonstrate the ability to balance multiple priorities and project.

This position reports to the COO and Director of Pastoral Planning & Implementation.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING (and other duties as assigned):

General:

Supports the Pastoral Planning & Implementation:
Coordination and assisting in general consultation to pastors, administrators, pastoral coordinators, and other diocesan leaders in planning and implementing processes that effectively execute strategy.
Acts as a resource for parishes and other entities to provide protocols when they impact the parish pastoral plan.
Helps design, develop, and implement the operational guide for groups, associations, and parish ministries that ensures alignment to Diocesan Vision and Parish Mission.
Provides leadership in coordinating logistics of all aspects of the planning process, including consultations, events, and meetings.
Assists in establishing and maintaining processes for managing scope during the project lifecycle, tracking and monitoring progress of plan.
Reporting project outcomes and/or risks to the Director and Associate Director and escalating and administrating issues, as necessary, according to project work plan.
Conducts best practice research from other arch/dioceses in the focus areas outlined in the DSJ Pastoral Plan.
Is the primary liaison and support to the Pastoral Planning Committees for scheduling meetings, planning agendas, providing training, communicating updates, and reporting regularly to key leadership, stakeholders, and groups.
Understands general Diocesan Policies related to all Diocesan entities and able to recognize the long-term implications and how various organizational components interact.

Finances and Operations:

Provides logistical planning implementation including all activities, outputs, and outcomes related to project management and administration, including reporting, budget development and monitoring, logistics, execution of project plans, and project performance.
Communicates with the Pastoral Strategic Planning Director, Associate Director and the COO on all critical operational matters and provides weekly updates.
Gathers data and compiles reports, fiscal and general, to the Pastoral Planning and COO teams.
Assists in daily program operations, program assessments and evaluations, manages office administration, and provides administrative assistance in strategic planning.

Collaboration and Communication:

Performs all administrative duties to support the COO & PP&ID, enabling them to be highly effective in executing their roles.
Manage multifaceted program logistics and calendars for meetings and conferences, including arranging meetings, events and catering and setting up and breaking down meeting rooms for the offices.
Work closely with the COO/PP&ID to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
Prepare them for meetings by providing preparatory information. Research, prioritize, and manage responses to incoming correspondence and requests.
Provide a bridge for smooth communication between both offices and internal teams; demonstrating leadership to maintain credibility, trust, and support with staff.
Frequently compose, proofread, and finalize complex correspondence, documents, meeting minutes, reports, and board meeting materials, using experience and judgment.

REQUIRED SKILLS/ABILITIES:

Must possess the ability to review and analyze data and ask the right questions.
Able to think strategically and act pragmatically.
Willing to go the extra mile with a strong work ethic.
Self-directed and resourceful with the ability to deal with conflict and drive to solution.
Has the desire and competency to work in diverse racial, ethnic, cultural, and religious settings with commitment to pluralism in the workplace as well as an understanding of mission.
Able to operate flexibly and effectively in a fast-paced, constantly changing environment.
Must consistently demonstrate professionalism, confidentiality, discretion, good judgment, and poise.
Strong preference for candidates with expertise/experience in non-profits and in multicultural settings.

THIS POSITION SUPERVISES (Leading, Guiding and Managing Staff):

May supervise Cristo Rey student Intern 2024- 2025

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 in a relevant field from an accredited university with at least 5 years of experience in project coordination.
Proven track record in supporting strategic planning and execution in a large and complex organization.
Demonstrated administrative and project coordination experience.

Leadership Skills:

A mission-driven understanding of the Church's vision.
Demonstrated experience in leadership and management of a large staff, including fiscal and human resource responsibility.
A commitment to foster open communication and provide administrative assistance to build a cohesive team, working across departments to fulfill the Mission of the Church.
Well-disciplined in organization, prioritizing multiple tasks and self-motivation and using analytical thinking and sound judgement for critical issues.
Exhibits strong and proven administrative skills and fosters teamwork.
Ability to prioritize work according to milestones and deadlines.

Language Skills:

The ability to listen well, maintain composure, think clearly and decisively.
Excellent communication, facilitating and presenting skills needed.
Must possess advanced verbal, written and cross-cultural communications skills.
Strong interpersonal skills, able to build relationships internally and externally.
Ability to foster collaboration across departments and locations in order to create effectiveness and support strategic objectives.
Ability to coordinate workshops, training, and presentations.

Technical Skills:

Must be extremely comfortable with Microsoft Office Suite, and specifically conducting analysis in Excel (e.g., formulas and pivot tables)
Ability to do quantitative and qualitative analyses that help in providing focus and ensuring achievement of results.

Physical Demands: This job operates in a professional office environment which may require:

Sitting, standing, walking, reaching, lifting, repetitive motion, bending, stooping, crouching, climbing, stretching, twisting.
Lifting 10 lbs. in compliance with safety standards.
Operating standard office equipment such as copiers, fax machines, personal computers, and telephones.
Level of vision, hearing, speaking required.

Other Requirements:

Demonstrate mature personal awareness for developing healthy and constructive relationships with various stakeholders.
Enthusiastic and outgoing personality with a focus on building relationships.
Self-motivated, creative, and engaging to positively engage various stakeholders.
Exceptional professional attributes of dependability and confidentiality.
Professional demeanor and proven ability to work well with diverse groups of people.
Able to work early morning, evenings, and weekends, as required.
Must be a practicing Catholic and possess a thorough knowledge of the Catholic Church, its structures, and systems.
Candidate must support the teachings and values of the Catholic Church and its mission.

How To Apply: Interested candidates should submit a cover letter and resume to jobs@dsj.org

Salary Range: $75,000 - $80,000 per year based on education and experience.

About the Employer

We are the Diocese of San Jose, the Catholic Church in Santa Clara County. We are a community rooted in Baptism-hearing and keeping God's word and recognizing our relationship to one another as children of God. We welcome and encourage all to join us in our community and in making a difference by proclaiming and building up God's coming kingdom.

We are a community of 600,000 Catholics, encompassing 53 parishes and missions, 29 elementary schools and 6 high schools, and 3 college and university campus ministries. We serve the people of this valley in collaboration and conjunction with scores of Catholic organizations-high schools, universities, hospitals and social service agencies and other ministries-dedicated to carrying out Christ's mission on earth.