Bilingual Administrative Asst and Hispanic Ministry Liason

Job Description

Bilingual Administrative Assistant and Hispanic Ministry Liaison for the Secretariat for Evangelization and Catechesis

Classification: Non-exempt, Ministerial, Full-Time Position (40- hour week position, some evening/weekend work required)

Reports To: Secretary for Evangelization and Catechesis; secondary Director for Hispanic Ministry

The essential functions/major responsibilities listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position. Duties and responsibilities are also subject to change by the employer as the needs of the employer and the requirements of the job change.

Job Summary

The Catholic Diocese of Fort Wayne-South Bend is responsible for evangelizing and catechizing the people of northeast Indiana. The Secretariat for Evangelization and Catechesis exists to assist the bishop in implementing his vision for formation of the people of the diocese by aiding pastors, educators, and catechists in the human formation of the members of our diocese, ordered toward evangelization and catechetical development, including the Spanish-speaking communities. This position involves organizing and maintaining files, facilitating logistics for diocesan programs and events, and recording and tracking program budgets and expenditures. The Bilingual Administrative Assistant must be able to anticipate program needs and take initiative to meet those needs. He/she must exhibit careful attention to detail, organizational skills, and be able to respond pastorally and professionally while working with Directors, clergy, pastoral staff, volunteers, parents, youth, event participants, etc.

Primary areas of responsibility
Aid the Secretariat in the implementation and operationalization of Bishop Rhoades' vision for evangelization and catechesis in schools and parishes
Support parishes and schools in their efforts to evangelize, catechize, and disciple youth and young adults?
Organize, maintain, and update files and supplies for Offices within the Secretariat for Evangelization and Catechesis, including all overlap with the Office of Hispanic Ministry.
Keep up-to-date contact information for key ministry leaders
Keep track of financial income and expenditures for each event in budget spreadsheet and prepare check requests
Maintain organization of office files (digital and/or hardcopies)
Attend meetings and keep detailed notes
Organize and manage ministry supplies
Assist Director(s) in event logistics for all Offices of the Secretariat for Evangelization and Catechesis, including all overlap with the Office of Hispanic Ministry.
Assist Directors in organizing workflow and task assignments for events, programs, and ministry initiatives
Maintain calendar of events and tasks
Prepare registration files, webpages, and Planner tasks for events
Meet regularly with directors to update them on progress of event planning and routine tasks
Draft and update event materials such as programs, flyers, and handouts, in collaboration with the Secretariat for Communications.
Assist Directors with planning and executing event and program logistics such as promotion, registration, set up, clean up, food, collaborating with and delegating tasks to volunteers, etc.

Secondary areas of responsibility
Assist Directors of Offices in Secretariat for Evangelization and Catechesis in maintaining and updating their webpages and social media accounts.
Draft / send approved email communications to ministry leaders, event participants, and leadership team members (such as: upcoming events, announcements, registration confirmations, etc).
Answer phone calls and emails for Offices within the Secretariat of Evangelization and Catechesis in a timely, professional, and courteous manner.
Provide a kind and welcoming atmosphere at certain diocesan events and programs and to visitors to the office.
Assist in other duties as directed by the Secretary

Specific Job Skills and Qualifications
Catholic in good standing and passionate about evangelization and discipleship
Possesses understanding of education as human formation
Must speak Spanish
Uses good judgment, discretion, and has ability to maintain confidentiality
Demonstrates strong leadership skills and ability to work collaboratively
Possesses the necessary skills to be a part of a dynamic team
Ability to understand and operationalize a broad but deep overarching vision
Must be self-motivated and reliable, with ability to take initiative, work independently, and meet deadlines
Excellent organizational skills and ability to prioritize responsibilities
Excellent verbal and written communication and well-developed interpersonal skills
Ability to collaborate and maintain working relationships with diocesan/parish staff
Able to think critically, evaluate relevant information, recognize potential issues for concern, recognize alternatives, and reach logical conclusions
Skilled in editing web pages and managing social media accounts
Available to work some weekday evenings and weekends as needed for ministry
Willingness to travel within the diocese
Ability to help with set up of equipment for events
Ability to delegate responsibilities clearly to other volunteers
Demonstrates strong knowledge of computers, office software, and office equipment, including Microsoft Suite, Google Suite, Wordpress, Canva, and Social Media platforms

Education and Preferred Work Experience
High school diploma or equivalent; Bachelor's Degree preferred
At least two years of office and ministry experience preferred

Mutual expectations of the Secretariat for Evangelization and Catechesis
Collaborate with other diocesan offices, especially the Office of Hispanic Ministry, the Catholic Schools Office, and others in the Secretariat
Communicate with pastors, principals, Directors of Religious Education, religion teachers, and catechists
Participate in staff meetings
Maintain a professional and orderly work area and office
Represent the Secretariat in a professional manner in all areas including communication, dress, and timeliness

Physical Demands
Regularly spend long hours sitting and using office equipment and computers
Regularly move from sitting to standing positions effortlessly
Regularly use hands and fingers to lift files, open filing cabinets, and for data entry purposes
Frequently bend to file paperwork
Must be able to speak and hear clearly so listeners can understand
Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus
Occasionally lift 10-20 pounds

Apply at: diocesefwsb.org/careers

About the Employer

The Diocese of Fort Wayne-South Bend is a not-for-profit religious corporation empowered under Canon Law to fulfill the spiritual, educational, and charitable mission of the Catholic Church in the Northeastern portion of the State of Indiana.