Administrative Assistant II – Vocations Dept

Diocese of Tucson
Job Description
 
Job Title: Administrative Assistant II – Vocations Department                                                                                   Salary Grade:    23
Exemption Status: Non-Exempt
 
Department/Location: Diocese of Tucson, Department of Vocations / Tucson, AZ
 
Primary Function: Under the direction of the Director of Vocations is responsible for coordinating, facilitating, and providing secretarial and administrative support for the Director of Vocations for the Diocese of Tucson and others as required by the Director.   The Employee shall be a minister of the Gospel and Catholic Teaching both academically and behaviorally while at work and in his/her personal life, “…Live in a manner worthy of the call you have received.” (Eph. 4:1)
   
Essential Duties and Responsibilities:
* Support the pastoral and spiritual mission of the Diocese and the Catholic Church 
* Shall abide by Catholic principles in the teacher’s professional and private life and shall govern his/her professional and private life in strict accordance with Catholic morals and principles to demonstrate complete adherence to Catholic moral strictures.

* Foster communication and work collaboratively with Priests, Seminarians, diocesan employees, parish employees and volunteers; provide assistance as necessary.
* Display personal initiative, coordinate, facilitate, manage, and organize with timeliness and accuracy, support for the pastoral and administrative responsibilities of the Vocations Director.
* Maintain and respect the privacy of the Vocations Director, the Bishop of Tucson and others similarly supported.  
* Receive and handle all incoming calls and visitors, screen and handle requests for information.  
* Prioritize, coordinate and schedule calendar requests; maintain and ensure accuracy of calendar; handle and coordinate logistics for all meetings, social functions, dinners, and gatherings.
* Plan, organize, and execute events for the Office of Vocations.
* Accurately and on a timely basis, handle all correspondence, incoming and outgoing.
* Manage and maintain files and records as necessary for the Office of Vocations.
* Provide secretarial support as required, including composing and typing of correspondence.
* Monitor expenses, process check requests and invoices for payment as required.
* Have basic knowledge in graphic design such as creating fliers, ability to create content for the social media of the Office of Vocations.
* Provide necessary staff support to other organizations as requested.
* Perform other duties as assigned.

 
 Physical/Mental Requirements:  Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required in a normal office environment. 
 
Required Activities: Walking; sitting; standing; stooping; reaching; talking; handling, hearing; carrying; and keyboarding. 
 
Basic Qualifications:
* A working knowledge of, and a strong commitment to the mission of fostering lay leadership in the Catholic Church; must also be a practicing Roman Catholic in full communion with the Church.
* Excellent communications skills including written, verbal, public speaking, and presentation skills.
* Excellent human relations and interpersonal skills; must be a self-starter and be well-organized; must be a team player.
* Ability to travel and be available for evening and weekend work as necessary; have reliable transportation.
* Ability to manage multiple tasks simultaneously.
* Proficiency in the use of computer technology including word processing and the use of excel and related technology; ability to maintain confidentiality.
* Flexibility in assessing needs and strategies and adapt appropriately in a ministerial environment.
* The ability to successfully complete a criminal history and background check.
* Professional bearing and clean and neat personal appearance.

 
Education and Experience:
* Bachelor’s degree in business or public administration from an accredited institution or equivalent experience
* Two to five years’ experience in a high activity environment as a secretary or administrative assistant or equivalent 

 
 
Other/Preferred Skills:
* Bi-lingual (Spanish/English) preferred.

Covenants of Employment:
The Diocese of Tucson is a Roman Catholic religious organization and that all employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Church and by Arizona state law.  Under the “Zero Tolerance Policy”, no one will be knowingly assigned or retained to serve in the Diocese when that person is determined to have engaged in the abuse of a minor or to have violated boundaries in dealing with minors.