Administrative Assistant (Office of Marriage and Family Life)

Back

Administrative Assistant (Office of Marriage and Family Life)

@ Diocese of Lafayette

Position Summary:

• (Regular) WORK SCHEDULE: M-Th, 8:30 a.m. – 4:30 p.m.; Fri, 8:30 a.m. – 12 noon (33.5 hours/wk)
• The primary purpose and objective of the Administrative Assistant is to manage day-to-day
• operations for the Office of Marriage & Family Life, Office of Pro-Life Apostolate, and the Office of
• Pastoral Counseling in the ordinary operation of office activities. The person in this position is
• tasked with performing a wide range of administrative and clerical duties, as well as assisting
• with all sponsored events and programs, and providing support and assistance to both the
• Director and the Pastoral Counselor. The person in this position is expected to work cooperatively
• and collaboratively with the Assistant Coordinator for the Office of Marriage and Family Life and
• the Office of Pro-Life Apostolate.
• The person who holds this position is expected to offer Christian, compassionate, and professional
• personality in all aspects of day-to-day operations, with complete confidentiality. The
• Administrative Assistant must be a team player who shares and participates in the vision and
• goals of the Bishop and of the Diocese, while following all diocesan and office policies, procedures,
• and regulations. This position follows the established working hours of the Diocese of Lafayette
• Central Office. This individual is required to take an Oath of Confidentiality.

Essential Duties and Responsibilities:

• Serve as Administrative Assistant for the Office of Marriage & Family Life, Office of ProLife Apostolate, and the Office of Pastoral Counseling.
• Oversee the day-to-day operations of the office, ensuring an organized work environment.
• Timely opening and secure closing of the office.
• Create and coordinate effective filing systems, both electronic and paper, for the office.
• Maintain office equipment and supplies; including but not limited to, ordering supplies, updating and/or tracking forms, documents, and other materials.
• Prompt answering of phone calls, in a professional and courteous manner; provide answers to questions, send messages promptly, transfer/direct phone calls as needed, and provide information regarding services within the central office as well as resources within the Diocese.
• Process all fiscal-related documents; maintain each program’s monthly budget, track each program’s income/expenses, process requests for reimbursements, payments, and or refunds for each program.
• Process, record, copy, and submit to Fiscal all incoming money for the Offices; submit deposit slips and turn in cash daily, if applicable; and keep track of future budget items.
• Assist Director in coordinating and participating in all office-sponsored meetings, retreats, conferences, programs, events, etc. as directed, including after-hours and weekend events.
• Schedule appointments (in-person and Zoom) for the pastoral counselor; maintain pastoral counselor’s calendar, both electronic and paper form; make client referrals, as needed; order resource and testing supplies; and update counselor referral list yearly.
• Reserve meeting rooms/facilities for all office events which includes coordinating available dates/times for meeting rooms, set-up prior to event and timely cleanup/restoring of room once event is over.
• Process, receive, sort, and distribute incoming mail
• Prepare mail outs as directed, which includes generating and maintaining all routine office-related correspondence via mail.
• Assist in preparing and emailing the monthly office newsletters. This includes gathering information from Pro-Life, Marriage & Family Life, and Pastoral Counseling offices to create monthly newsletters of upcoming events and programs.
• Prepare-Enrich Assessments: Set up couples, generate/write reports, and mail out
• Prepare-Enrich results to clergy. Assist Facilitator with preparing for Prepare-Enrich
• Facilitator Trainings.
• Properly maintain confidential records and information; ensure that all files are secured immediately after work is completed and at the end of each workday.
• Maintain binders with comprehensive instructions and forms.
• Manage all program registrations including but not limited to;
  • Create, Record, and monitor program registrations; coordinate, order, assemble necessary materials for each program; assist with set-up of each program, retreat, etc.
• Work with the assistant coordinator to coordinate caterers for all office-sponsored programs and events; Communicate set up times, menu, contracts and payments; attend venue site visits, etc.
• Coordinate food/drink/supplies for programs; this includes traveling to stores (i.e Sams, Albertsons, etc.) to make purchases.
•  Assist in maintaining the webpage for both offices which includes setting up and creating #IgiveCatholic Campaign webpage.
•  Assist director in creating and maintaining payment pages for all related programs and linking payment pages to the website.
• Design and prepare flyers, brochures and programs as needed.
• Assist director with all programs as needed or directed.
•  Performs other duties and tasks, general or otherwise as needed, necessary and/or directed.
• Regularly and efficiently report to the Director.
• Attend all events as directed.
• Other duties and responsibilities as directed. 

---

Qualifications:

Required Knowledge, Skills, and Abilities:

• Must be a Catholic in good standing.
• Must possess a high degree of respect for confidentiality.
• Exceptional organization and administrative skills with the ability to multi-task in a fastpaced environment.
• Ability to make sound decisions while working both independently and as a team member. Personally accountable in owning their results.
• Ability to clearly communicate and interact with the many different persons who will be in contact with the office, including but not limited to clergy, religious, and local coordinators.
• Meticulous attention to detail, accuracy and effective time management.
• Knowledge of and experience in current office-related computer system(s), including but not limited to WORD, EXCEL, OUTLOOK, and other programs that pertain to day-to-day operations.
• Proficient typing, proofreading skills as well as ability to compose and write in proper format, punctuation, spelling and grammar.
• High school diploma (or equivalent) required; college experienced preferred.
• Minimum of three years office experience required; proven experience with organizing/facilitating large events preferred.
• Graphic design/marketing experience preferred.
• Must exhibit professional demeanor while handling sensitive and confidential matters.
• Must maintain up-to-date personal Safe Environment certification.

Job Conditions/Physical Demands:

• The following are representative of the physical capabilities that must be met by an employee and the working conditions that an employee encounters while performing the essential functions of this job. 
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, employee is frequently required to sit, ambulate, talk and hear, use hands in repetitive motion tasks, and occasionally to stand.
• Must be able to push, pull, lift, and carry items up to 25 pounds.
• Work is primarily performed in an office setting with situations of high sensitivity.
• May be called upon to work beyond the regular work schedule on weekends, evenings or holidays.
• May be required to travel to offsite locations within the Diocese of Lafayette.
• Proof of proper insurance and valid driver’s license are required

---

How to Apply:

Interested parties are asked to submit a completed application for employment and current resume to Jamie Prejean in the diocesan Office of Human Resources, 1408 Carmel Drive, Lafayette LA  70501 or via email at jprejean@diolaf.org. 

Visit Site to Apply