Sr Admin Assistant I NE

The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries. The Archdiocese's 150 elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.

Position Summary:

The Senior Administrative Assistant is the first point of contact for the office of the Episcopal Vicar of Vicariate V. This role’s focus is to provide multi-faceted administrative support and assistance to ensure the effective operation of the Vicar’s office and support of the Vicar’s ministry. Assistant handles a wide range of clerical, administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.

General Duties and Responsibilities:

• Processes incoming and outgoing calls, mail, email, voicemail, and deliveries. Prioritizes appropriate interaction and is professional and courteous. Takes direction from Vicar regarding messaging and office operation. Maintains strict discretionary judgement and confidentiality in all professional contacts
• Prepares correspondence and reports with proactive judgment using Office 365 software including Outlook, Word, Excel, Teams and other apps as needed. Prepares special mailings and other projects as needed.
• Develops and maintains positive relationships at all levels of Archdiocesan and external contacts. Ability to learn and follow work protocols.
• Manages the Vicar’s schedule. Is pro-active in meeting schedule needs in a timely manner with attention to detail, communicating with all involved. Coordinates off-site meeting arrangements. Schedules Confirmations, special events, travel and other appointments for the Vicar.
• Uses high level discretion, excellent judgment, and knowledge of the organization to facilitate the Episcopal Vicar’s activities and maintains confidentiality.
• Provides office reception and hospitality duties including answering phone, screening calls for the Episcopal Vicar, greeting visitors and determining access to specific individuals.
• Responds appropriately to external inquires and delegates to appropriate Vicariate Team member or Archdiocesan department or parish. Serves as gatekeeper for the Vicar, maintaining composure and discretion in all communication within the Archdiocese and with all contacts
• Attends Team/staff meetings and other related meetings, as needed, taking notes at the meetings. Provides support to the Vicariate Team as needed within scope of work.
• Oversees function and appearance of office space and equipment. Provides input for office budget and operates within budget. Maintains inventory of essential supplies, material, and equipment, processes payments, and manages office financial records
• Maintains Vicariate working, permanent and archival files in an orderly and timely fashion. Follows the Records Retention schedule of the Archdiocese.
• May be given various other assignments and projects consistent with the responsibility level and general duties of an Administrative Assistant.
• Workday is from 8:30am to 4:30pm Monday through Friday.

Requirements and Preferences:

• Education preferred: College degree with coursework relevant to position.
• Effective communication skills with excellent command of the English language, vocabulary, and grammar.
• Foreign language skills such as Polish or Spanish helpful. Familiarity working with multi-cultural population and resourcefulness in communication with individuals of various backgrounds.
• Experience required: Minimum of 5 years proficient Archdiocesan experience in administrative position or equivalent combination of formal education and related work experience.
• Skills required: Proficient knowledge of Office 365 including Outlook, Word, Excel, Teams; filing, other general office skills and use of Internet. Adequate keyboarding speed and publication design skills.
• Continues development of job skills and professional growth
• Highly organized self-starter with ability to work effectively without close supervision and able to prioritize time and tasks with strong attention to details and deadlines. Must be self-motivated and able to take independent initiative in accomplishing job duties in appropriate and timely manner.
• Strong, professional interpersonal skills with the ability to build confidence and trust with a wide range of internal and external contacts.
• Demonstrate high integrity and ethics in all job responsibilities, with maturity and excellent judgment as Vicar’s representative
• Affinity for mission-driven, not-for-profit organizations and a commitment to serving the Catholic Church in the Chicago area. Must demonstrate understanding, respect, and support for Catholic Church teaching, mission, and values. Hiring preference will be given to candidates who are Catholic. Strong familiarity with the structure of the Archdiocese.
• Availability to occasionally work additional hours.
• Physical Activity: Substantial computer usage with hand and finger dexterity, vision and hearing with comprehension, stairs, and occasional lifting and carrying of boxes and other items.

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 annualized salary range of $25.70 - $31.48. 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.

Salary : $26 - $31