Description
Summary: The Project Assistant provides administrative, programmatic, and clerical support to the project director of the “Caminando Juntos: Accompanying Small-Town and Rural Pastoral Ministers” program. The Assistant, under the guidance of the Director of Caminando Juntos, ensures there is sufficient program support in all aspects of the program, as needed, and coordinates the program’s use of the holding files and archives of the School. The assistant takes special care that the program is supported with the day-to-day operations of the program and in the outreach and communication with the diocesan partners. The assistant also supports the Director of Regional Programs as they relate to the Caminando Juntos Project.
This position is grant-funded through December 2029 and is subject to change and may be impacted by external factors.
Requirements
Position responsibilities include:
Perform duties related to administrative, programmatic, and clerical support for the project and serve as initial contact from inquiries.
- Interface with other departments and communicate with external organizations and other contacts, as requested by the director.
- Maintain and manage the administrative filing system and files for the project.
- Process and record Purchase Orders for payment of invoices incurred by the project.
- Design layouts of ads (i.e., all media – website, print, social, and the like), publications and other materials needed for informing the public about the project and for inclusion in the semi-annual newsletter and other public relations items of the College.
- Prepare and submit all financial transactions of the program: check requesting, invoices, grant-related costs with the Finance Office.
- Assist the program director in managing project dealings (such as contracts and arrangements) with printers, mailers, general advertisers, and suppliers.
- Keep the program director informed and assist the Director in meeting deadlines.
- Perform duties related to administrative, programmatic,and clerical support for the project and serve as initial contact from inquiries.
- Prepare information and documents needed for project reports, subgrant requests and reports, and other communication.
- Assist with managing and maintaining the Regional Projects database, such as tracking student and diocesan inquiries and projects.
- Field inquiries regarding the College’s initiatives and route inquiries to the appropriate director/staff
- Provide administrative support to the Director of Caminando Juntos.
- Provide administrative support to other Program Directors as assigned.
Other Responsibilities
- Regularly engage in personal growth, professional development, theological study, prayer, charity and justice work, and spiritual formation
- Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others
- Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to students’ names and information, services rendered to students, donors names and gifts, board members’ information, internal and external investigations or results of any investigations, and financial information
- Adherence to the Code of Conduct and the Faith and Morals Policy of the Archdiocese of San Antonio is mandatory
- Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization
- Perform other duties as assigned.
Experience
Minimum Qualifications:
- Three years or more of experience performing a variety of complex administrative support duties, including recording minutes, word processing, work with graphic designing software, and filing systems.
- Must be bilingual in English and Spanish.
Education
A Bachelor’s degree in Business Administration or a related field, or additional experience in lieu of education.
Minimum Knowledge And Skills
- Effective oral and written communication skills, including proficiency in English and Spanish, grammar, punctuation, and composition;
- Proficiency in general office practices, procedures and equipment;
- Demonstrated proficiency in Word, Excel, graphic design program(s) and database program(s), and ability to learn new programs;
- Able to multi-task and manage interruptions, strong organizational skills and ability to work with minimal supervision; must be able to develop own routine, anticipate needs, and follow projects through to completion;
- Ability to maintain strict confidentiality;
- Ability to work cooperatively with other colleagues and departments;
- Ability to learn quickly and a variety of programs;
- Must be detail oriented, organized, self-motivated, work well independently and cooperatively on a team;
- Ability to write and format letters for different occasions;
- Ability to organize files and office systems;
- Experience with computer and office software
Travel Requirements
Travel requirements for the position includes approximately 5% local and 2% overnight.
