Administrative Assistant to the Chancellor's Office

Job Description

The Pastoral Center of the Archdiocese of Miami has a full-time opening for an Administrative Assistant to support the Chancellor for Canonical Affairs and the Chancellor for Administration. The ideal candidate is a service-oriented person with demonstrated experience working in environments handling highly confidential information; bi-lingual (English-Spanish required; tri-lingual Haitian Creole a plus); and able to work quickly and accurately in an environment with competing deadlines. Strong technical skills are required. The Administrative Assistant performs all duties and responsibilities in alignment with the Catholic mission, vision, and values of the Archdiocese of Miami.

Schedule: 40 hours per week; M-F 8:30 A.M. - 5:00 P.M.

Responsibilities:
Work interchangeably for all office responsibilities with the other Administrative Assistant for full fluidity of tasks and jobs.
Process Assignment letters for clergy in timely fashion.
Process Good Standing letters for clergy in timely fashion.
Manage files (physical and in cloud).
Manage lists and online forms.
Process requests for faculties for priests.
Research and coordinate data collection for statistical and other reports to the Vatican, USCCB, and others.
Provide administrative support for Chancellors: answer phones and correspondence; schedule appointments.
Perform other duties as assigned.

Qualifications:
Outgoing, professional and pleasant demeanor as the "face and voice" of the Chancery.
Punctual and well organized.
Committed to the mission of the Church.
Bachelor's Degree minimum; preferred five to seven years' experience as administrative support person in a regulated customer-service environment.
Utmost importance: must have demonstrated discretion and confidentiality.
Good knowledge of Catholic Church and parish structures.
Must be supportive of the mission and tenets of the Roman Catholic Church.
Must be a self-starter with lots of initiative.
Good oral and written English communication skills, including clear speaking voice.
Good Spanish spoken communication skills; Haitian Creole a plus.
Excellent knowledge of Windows 11.
Good proficiency in Word (including Mail Merge), Excel, and Outlook per pre-employment testing; Access a plus.
Skills with scanning, PDF files, files management in a cloud or on server.
Knowledge of online forms and lists (i.e. Jotform, Google Workspace, etc.).
Type at least 60 wpm with 90% accuracy.
Excellent spelling and grammar required.
Must be organized, accurate, efficient with good follow-through.
Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
Must be able to manage time well and multi-task, while maintaining accuracy in an environment of competing deadlines.

To apply: Send resume with cover letter addressed to Monsignor Dariusz Zielonka at careers@theadom.org and dzielonka@theadom.org.

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.