Operations Coordinator, Part Time - Joseph and Mary Retreat Ministry

The Archdiocese of Chicago (AOC) is the third largest diocese in the United States and serves more than 2.2 million Catholics. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 15,000 employees across its ministries, including Catholic Charities, the region’s largest nonprofit social service agency. The Archdiocese’s elementary and secondary schools comprise one of the largest U.S. private school systems.

Position Summary

The Operations Coordinator serves as professional administrator for Joseph and Mary Retreat Ministry, the retreat ministry of the Archdiocese of Chicago. This person assists the Director of Joseph and Mary Retreat Ministry and Office of the Vicar General by providing administrative support, managing details that contribute to the effectiveness of general operations, and assisting with planning and coordinating the ministry’s retreats.

Essential Responsibilities

General Operations

• Handles all bookkeeping functions.
• Maintains files in an organized and timely fashion.
• Provides office reception: duties include answering phone calls and emails promptly and courteously, greeting visitors, and determining access for specific individuals.
• Prepares special mailings and completes other projects as needed.
• All other duties as assigned.
  
  

Retreat Planning/Coordinating

• Works with retreat directors/coordinators to set an agenda for retreats.
• Communicates retreat information to the University of Saint Mary of the Lake (USML) staff while booking rooms and organizing retreats at the USML Conference Center.
• Creates registration forms for each retreat.
• Prepares informational and marketing collateral for upcoming retreats as needed.
• Coordinates with the Office of the Diaconate while planning retreats for deacons.
• Communicates need-to-know information to retreatants prior to the start of their retreats.
• Coordinates day-of retreat oversight, at times serving as the on-site coordinator themselves and at times designating a proxy to fulfill the role, which entails:
• Reviewing and sharing the agenda, rooming list, USML policies and procedures, and role expectations with a proxy (if designated).
• Greeting guests upon check-in at the USML Conference Center and keeping a roster of attendees.
• Ensuring retreats stay on-schedule and in-sync with USML-provided chapel and mealtimes.
• Liaising with the USML Conference Center Staff to resolve any issues that may arise.
• Cultivates and maintains relationships with current and prospective retreatants and retreat leaders.
  

Required Knowledge, Skills And Experience

• Bachelor’s degree in Business, Accounting, Finance, or related discipline, or equivalent professional experience.
• Minimum of 1 - 3 years of experience in event planning and retreat coordination.
• Minimum of 2 years of relevant experience in administrative roles.
• Experience with a not-for-profit organization or in Church management is a plus.
• Demonstrate understanding, respect and support of the Catholic Church teaching, mission and values.
• Knowledge of safety and security practices.
• Proficiency in QuickBooks and Microsoft Office, and Excel.
• Strong verbal and written communications, interpersonal, multi-tasking, and organizational skills.
• Able to work in team environment and has a “Service Mindset” when working with others.
• Able to identify opportunities for improvement, evaluate issues and situations, and propose and implement recommendations/solutions.
• Maintains strict confidentiality.
• Strong drive to achieve results.
• Able to travel to other Archdiocesan locations.
  
  

Able to occasionally work on weekends.

Required Education

Bachelor’s Degree in related field or equivalent work experience.

The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.

This position has an hourly salary range of $22.94 - $28.10. An employee’s pay within the salary range will be based on many factors including but not limited to: relevant education, qualifications, experience, skills, geographic location, and organizational needs.