Administrative Assistant for Consecrated Life

Job Description

Position Summary
The mission of the Catholic Archdiocese of Washington is to spread the light of the Gospel of Jesus Christ to the world. In the faithful pursuit of this mission, the Archdiocese is seeking an Administrative Assistant to the Delegate for the Office of Consecrated Life.
The Administrative Assistant to the Delegate for the Office of Consecrated Life supports the administrative needs of the Delegate for the Office of Consecrated Life including financial, legal, spiritual, administrative and vocational work for about 1,000 consecrated men and women and 125 communities in the Archdiocese of Washington (ADW). Additionally, this role will support the work of the Office of Clergy and Vicar General for the preparation of Faculties.
Duties & Responsibilities
Administrative
• Assist the Delegate for Consecrated Life in the support of consecrated men and women in the Archdiocese of Washington.
• Phone point of contact to screen and direct questions from Religious and other stakeholders
• Prepare and edit letters to religious superiors and communities
• Prepare and edit Memos on behalf of the Delegate for Consecrated Life.
• Maintains databases of letters sent by Delegate, and letter templates
• Maintains accurate and current database and files of religious men and women's communities, secular institutes and order of virgins.
• Communication and support of the NRRO annual appeal
• Assist in the organization of the Archdiocesan grants process for religious communities.
• Prepare all Annual Mailings for Kennedy Directory

Child Protection Compliance

• Child Protection compliance of all in the ADW consecrated life: Assist religious communities to sign up for Virtus classes, and scheduling fingerprinting and background checks collaboration with the Office of Child Protection; manages records

Special Event Planning

Assist Delegate with coordinating, planning and on-site logistics to include the following:

Coordinate Days of Reflection for Religious
Manage the logistics of meetings including scheduling, meeting rooms, and communications.
Collaborate with communications and digital media office to publicize events for OCL
Jubilee Mass and Luncheon for religious, including writing biographies of the Jubilarians submitted to The Catholic Standard
Coordinate, plan and manage on-site logistics for workshops for religious
Communicate for OCL events and various announcements via a newsletter
Coordinate, plan and manage on-site logistics of vocation discernment two annual events Coordinate, plan and manage on-site logistics 8th grade Vocations Mass annually
Occasionally write pieces highlighting a certain religious order in the ADW for publication on the archdiocese's blog and/or The Catholic Standard.
Occasional attendance at events on behalf of the Delegate

Qualifications

Knowledge, Skills and Abilities
• Must be a practicing Catholic.
• Good understanding or disposition toward the specificities of consecrated men and women
• Excellent ability to communicate well on the phone, by email, and in person
• Experience in handling confidential and sensitive information
• Ability to project a professional presence to those in consecrated life with other staff members, and the public by phone, email, or in person.
• Effective team player with strong interpersonal, communication, and customer service skills.
• Experience in handling multiple tasks under time sensitive deadlines and in operating in complex office and inter-personal context
• Good capacity to work well with exterior deadlines as well as initiate their own

Education and Experience
• Bachelor's degree or equivalent work experience
• 5-8 years of administrative experience
• Experience in high-level not-for-profit setting preferred
• Excellent writing and proofreading skills
• Spanish language proficiency preferred
• Proficiency in suite of Microsoft Office tools: Excel, Word, Outlook
• Proficiency in database organization and reporting
• Excellent ability to communicate well on the phone, by email, and in person

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.
This role is in-office, 5 days per week.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Position Type/Expected Hours of Work
Regular full-time employee (40 hours/week)

About the Employer

https://adw.org/