Administrative Assistant to the ILM Dean

Job Description

POSITION SUMMARY
The administrative assistant, as a team member of the Institute for Lay Ministry (ILM), provides direct administrative support to the Dean of the ILM and assists in the various projects assigned to the ILM Office. The assistant warmly welcomes visitors to the ILM and serves as a presence of hospitality to commuter students and other visitors. The Institute for Lay Ministry is the department of the seminary that oversees commuter student concerns, career services, and formation for lay students.

MAIN AREAS OF RESPONSIBILITY
1. Administrative support to the ILM Dean
2. Hospitality to ILM visitors, students, and collaborators

ESSENTIAL DUTIES AND TASKS REQUIRED BY THIS JOB
Administrative Support to the ILM Dean
Perform a broad range of administrative duties for the Dean:
1. Highly proactive in identifying and fulfilling Dean's needs in scheduling and background information preparation. Maintain Dean's appointment calendar by planning and scheduling meetings, conferences, video conferences, and travel.
2. Prioritize and route telephone calls, respond to emails and other communications in the ILM, performing general desktop publishing.
3. Utilize a filing system, including the ILM Google folder.
4. Organize meetings and take meeting minutes as requested.
5. Create and maintain student formation files.
6. Perform tasks associated with lay formation programs, events, and activities.
7. Conduct research on various items and prepare reports.
8. Maintain office and student lounge supplies inventory, placing orders as needed.
9. Maintain ILM financial records, process invoices and reimbursements.
10. Ensure the accuracy of all information communicated by the ILM.
11. Collect student evaluations and prepare reports as requested.
12. Monitor formation and ministerial events throughout the Archdiocese of Detroit and in various virtual forums and communicate them to lay students.
13. Complete tasks associated with Equip courses as assigned by the ILM Dean.
14. Other duties as assigned by the Dean of the Institute for Lay Ministry

Hospitality to ILM visitors, students, and collaborators
Welcome and help direct all visitors warmly and with a heart for service:
1. Introduce the ILM as a central resource for all formation needs, such as spiritual direction, community and prayer support, networking, and student life resources.
2. Work closely with other seminary departments, especially the departments of admissions and distance education which share initiatives with the ILM.
3. Extend a friendly and generous welcome to outside visitors.
4. Act as a liaison with outside groups, especially with the Archdiocese.
5. Foster communication, promote the work of the ILM, and cultivate relationships with current commuter students and alumni.
QUALIFICATIONS
1. Committed to supporting and advancing the Seminary's mission.
2. Education: bachelor's degree required; master's preferred.
3. Extensive knowledge of Catholicism required.
4. Strong interpersonal skills, including effective communication, problem solving, listening, empathy, professional and positive demeanor.
5. Administrative experience in higher ed or ministry strongly preferred.
6. Ability to keep track of and make progress in multiple projects at the same time.
7. Enjoys administrative work; exercises discretion, diplomacy, and tact.
8. Detail-oriented with strong organization and time-management skills.
9. Strong work ethic, self-motivated, and collaborative spirit.
10. Bilingual English/Spanish is preferred.
11. Technological proficiency, including Google products and Microsoft Office Suite.
12. Experience in scheduling meetings on Google Calendar and Zoom required.
13. Ability to learn unfamiliar technologies necessary for collaboration.
14. Respects confidentiality relating to ILM business and student files (FERPA).
15. Willing to complete regular training tasks related to the job.
16. Occasional evening and weekend hours and travel availability may be required.

Full-time, 35 hours a week, Monday-Friday, 8:30 am-4:30 pm.

Review of applications will begin Sept. 13 and continue until the job is filled.

About the Employer

CORE PURPOSE
To give glory to God and to help every soul within our reach attain eternal life through Jesus Christ.

MISSION
Powered by prayer and led by the Holy Spirit, we will go forth together with apostolic boldness to unleash the Gospel. We will use our unique gifts to accompany others on their journey to encounter Jesus, grow as joyful missionary disciples, and give witness to Him in the world.

VISION
The archdiocese will be a community of joyful missionary disciples and of saints united in Jesus. Southeast Michigan will be a place that manifests the presence of God.