Office Manager- Communications Coordinator

Job Description

St. John Vianney College Seminary, in Miami, Florida, is hiring for an Office Manager/ Communications Coordinator who is responsible for assisting the Administration Team of SJVCS. Furthermore, they are to be accountable for the organization and well-being of the Maytag Office as it is the first point of contact for visitors to St. John Vianney College Seminary and a resource for faculty, staff, and students. The Office Manager/Communications Coordinator must also work closely with the Rector/ President, Vice-Rector/ Dean of Students, the Administrator, Registrar, IT Coordinator and the Dean of Academics, assisting them in their duties and responsibilities as instructed. Stationed at the front desk on the ground floor, this role is responsible for operating the main switchboard and receiving and directing both walk-in and scheduled visitors. S/he is also responsible for collaborating with the administration and seminarians on all social media posts and maintaining all current communications and promotional media venues. The Office Manager/ Communications Coordinator is also responsible for assisting with the organization of all seminary events as well as being present until the event's conclusion. As a member of St. John Vianney's Administration Office, this employee assists in other clerical and/or administrative tasks of the Office as needed and performs all duties and responsibilities in alignment with the mission, vision, and values of St. John Vianney College Seminary and the Catholic Archdiocese of Miami.

Responsibilities include:
Provide exemplary customer service to employees and others who contact St. John Vianney College Seminary by phone or in person, assess their needs, and direct them to the appropriate parties.
Provide callers with answers to basic questions on operations, office locations, and schedules, or document their concerns for escalation to the appropriate party.
Operate switchboard to relay incoming, outgoing, and interoffice calls.
Grant access to visitors through locked entry door and ensure that they come to the front desk to state the intention of their visit. Exercise good judgment in granting access and ask anyone who manifests a threat to leave. Contact the supervisor or police as needed.
Close down/lock up the office at the end of every shift following operational protocol.
Perform all administrative assistant duties, which include making communication between all the departments of the seminary.
Execute timely, efficient, and effective operations of the office.
Prepare administrative reports for the twice-a-year Board of Trustees meetings and as indicated by the administration.
Handle all incoming and outgoing correspondence and packages.
Maintain filing systems.
Handle information requests from visitors as well as vendors and clients (Bishops, Vocation Directors, Religious Superiors, Vendors, Students) and communicate as necessary, all required information.
Arrange, schedule, and organize faculty meetings, staff meetings, and other departmental meetings when required.
Organize and update the seminary's databases effectively; work towards converting paper files into electronic files.
Assess and evaluate inter-departmental functions and activities.
Troubleshoot problems that may arise internally, e.g., problems in communicating programs or plans of the various departments.
Learns basic terminology and titles of personnel in the Roman Catholic Church, especially in relation to hierarchical structure, to effectively relay messages and policies.
Assist with office tasks as assigned with confidentiality and discretion, demonstrating excellent internal and external customer service.
Other duties as assigned.

Qualifications:
High School diploma or GED and one year of administrative experience in a customer-service environment. Some switchboard experience required.
Post-secondary degree or business school education preferred and one year of customer service experience.
Experience in a Roman Catholic environment is strongly preferred.
Proficiency in MS 365, including calendar function. Proficiency in Google Calendar. Basic word processing skills in MS Word.
Good computer literacy, including ability to navigate search engines effectively to locate information.
Must learn and familiarize self with Archdiocesan Web site.
Type at least 35 wpm with 90% accuracy.
Excellent oral and written English-language communication skills, including clear speaking voice required.
Excellent oral and written Spanish-language communication skills required.
Excellent customer service skills, including the ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
Must be able to multi-task and retain accuracy in an environment fielding simultaneous requests at once.
Knowledge of basic tenets of Catholic Church, hierarchical structure and entities.
Must be supportive of the mission and tenets of the Roman Catholic Church.
Must have a professional demeanor and demonstrated ability and experience in maintaining strict confidentiality.

To apply: submit application and resume.

About the Employer

The Archdiocese of Miami is a particular church of the Roman Catholic Church in the United States of America. Its ecclesiastic territory includes Broward, Miami-Dade, and Monroe counties in the U.S. state of Florida. The archdiocese is the metropolitan see for the Ecclesiastical Province of Miami, which covers Florida. The archbishop is Thomas Wenski. As archbishop, he also serves as pastor of the Cathedral of Saint Mary, the mother church of the archdiocese. Also serving are 428 priests, 160 permanent deacons, 50 religious brothers and 300 religious sisters who are members of various religious institutes. These priests, deacons and persons religious serve a Catholic population in South Florida of 1,300,000 in 118 parishes and missions.