Description

ENTITY: The Pastoral Center of the Archdiocese of Denver. The Archdiocese of Denver serves the Catholic Community of Northern Colorado and its various parishes, missions and schools.

THE POSITION: The Executive Assistant, with assistance from one executive assistant, provides operations and administrative support to five executives who work in the Office of the Archbishop, i.e., the Archbishop, Vicar General, Chancellor, Chief Operations Officer, and Chief Mission Officer. With primary responsibility for the Archbishop’s needs, this employee ensures the entire scope of admin work is assigned and accomplished. This employee works to identify and implement improvements to benefit the executives, maintains competency in essential programs and procedures, takes initiative and responsibility for these key functions and is consistently receptive to the evolving responsibilities of the executives and the Archdiocese.

ESSENTIAL DUTIES:

Administrative Support for the Archbishop of Denver

• Maintain the Archbishop's calendar and keep it updated with all pertinent details.
  • Prepare daily agenda folder and coversheet agenda.
  • Keep 12-month file of upcoming agenda items.
  • Ensure weekly meetings with COO and CMO are scheduled
  • Ensure biweekly meetings with Chancellor and Auxiliary Bishop are scheduled
  • Ensure biannual meeting with Catholic Charities CEO is scheduled
  • Ensure annual meetings with St. Vincent de Paul Society, Consecrated Virgins, and Religious Order Superiors are scheduled
• Make and/or coordinate all travel arrangements for the Archbishop, including but not limited to: airfare, hotel, ground transportation, local airport drop off and pick up.
• Answer and screen calls for the Archbishop, take and relay messages.
• Manage and sort the Archbishop’s mail, correspondence, meeting requests, and any other materials that come in.
  • Route or File important items after the archbishop has seen them.
• Transcribe the Archbishop’s correspondence and coordinate his email and mail with the email assistant and the Priest Secretary.
• Prepare the Archbishop's expense reimbursement forms.
  • Review/compare medical invoices with UMR EOB form
• Prepare deposits for and checks requests for the St. Francis Fund. Maintain copies in a binder with monthly bank statements
• Prepare lists of names for HTC dinner guests and communicate food allergies.
• Maintain the Office of the Archbishop’s filing system.

Administrative Support for the Vicar General, Chancellor, Chief Operations Officer, and Chancellor

• Ensures that the scope of admin support work for the executives which is assigned to the administrative team (two executive assistants and priest secretary) is covered and accomplished. Including but not limited to:
  • Calendar management
    • Appointment and meeting scheduling
    • Coordination of appointments with additional SLT members (CFO, Superintendent, & VC)
  • Answering of phones
    • All admin phone lines are answered by a live person, 8:30 am – 5:00 pm, Monday – Friday.
  • Reception of Guests
    • All guests to the office are received by a live person, 8:30 am – 5:00 pm, Monday – Friday.
  • Retrieve, sort and open all mail for the five executives in the office and all mail generically addressed to the Archdiocese.
  • Preparation of expense reimbursements
  • Processing invoices for payment
  • Compose, edit, and draft correspondence/reports/memos
  • All other clerical work requested by the executives
  • Order, reorder and organize the office supplies and office equipment of the Office of the Archbishop, including coffee and water.
• Act as a liaison between the five executives and other Pastoral Center department managers, and other archdiocesan offices and/or related entities.

Operational oversight of the Archbishop’s Office

• Ensure that all operational tasks and projects are completed.
• Provide a foundation for the smooth functioning of the Archbishop’s Office.
  • Anticipate needs as possible and continually evaluate efficiencies.
  • Serve as a central resource for information, supplies, and support for the admin team.
• Manage the department cost center budget.
  • Process invoices, expenses, check requests, and related in a timely manner and respond to inquiries regarding payments or budgets; produce reports as needed.
  • Participate in annual budget process.
• Coordinate the calendars and work schedules of the two administrative assistants so that only one support team member is permitted to be away from the office at any given time, so as to cover phones and greet guests.
• Prepare the Annual Statistical Report for Rome: (January-March)
• Prepare, review and submit Official Catholic Directory through online portal (October/November-February) and work with applicants to complete process for inclusion in OCD
• Prepare and send out Certificate of Successor paperwork for new pastors and submit with the Secretary of State
• Prepare and send the Archbishop’s Christmas Cards, Christmas Gifts sending and receiving
• Prepare weekly TY letters for Catholic Charities – Donations received 5K and higher
• Process stipend checks, travel reimbursements, or payment for portraits received
• Coordinate Annual Confirmation scheduling: collect, compile, and coordinate parish requests.

Qualifications

EDUCATION AND EXPERIENCE:

• A bachelor’s degree and at least five years commensurate and increasingly responsible experience in operations, administrative operations and/or office management.
• At least 3 years’ experience working at the Archdiocese of Denver Pastoral Center

COMPETENCIES AND QUALIFICATIONS:

• Be a fully initiated Catholic in the communion of the Catholic Church and intentionally living out the five precepts of the Church (CCC 2041-2043).
• Refrain from promotion or approval of, or the living out of, any conduct or lifestyle that would reflect discredit or disgrace on, or cause scandal in relationship to the Archdiocese of Denver or considered to be in contradiction with Catholic doctrine or morals.
• Maintain strict confidentiality and secrecy as necessary.
• Possess excellent organizational, communication, and computer skills.
• Possess the ability to positively interact with diverse personalities, ages and management levels within the Archdiocese and outside venues/vendors both in person an on the phone.
• Flexible and able to work under deadlines and in pressure situations.
• Knowledge of policies and guidelines of the Archdiocese of Denver.
• Ability to follow written and oral instructions.
• Good phone skills which include the ability to handle incoming calls with diplomacy.
• Ability to establish and maintain effective working relationships with other Pastoral Center employees, as well as the public and related agencies.
• Knowledge of Microsoft Office 365 and its various applications.
• Represent the office with the utmost professionalism.
• Maintain excellent administrative skills and up-to-date knowledge of a broad range of software and current administrative procedures.
• Ability to present ideas in a cogent, understandable, and compelling manner both orally and in writing.
• Superior editing, spelling, and grammatical skills.
• Proficient at working independently as well as in a team environment.
• Competent in assessing and evaluating situations and making informed decisions.
• Current Notary Public certification desirable.

PHYSICAL REQUIREMENTS:

• Visual acuity both near and far, manual dexterity with good eye/hand coordination, good hearing and speech.
• This position requires ability to sit for extended periods.
• Standing walking, kneeling, stooping, bending, lifting, and squatting also will be required as necessary to perform the duties of the position.
• Position requires the ability to travel throughout the Archdiocese of Denver and outside the territory of the Archdiocese on occasion.
• Position requires ability to frequently lift/move objects of up to 25 pounds in weight.