Administrative Assistant II

Description

· Administrative Support: Provide administrative support to the Director of Mental Health Ministry and other staff members as needed. This includes managing correspondence, scheduling appointments, coordinating meetings, and maintaining accurate records.

· Communications: Serve as a primary point of contact for inquiries related to the Mental Health Ministry. Answer phone calls and emails, respond to inquiries promptly, and redirect communications as appropriate.

· Data Management: Maintain and update databases, spreadsheets, and other documents related to mental health programs, events, and participants. Ensure data accuracy and confidentiality at all times.

· Event Coordination: Assist in the planning, coordination, and execution of mental health workshops, seminars, and other events. This includes managing logistics, sending invitations, tracking RSVPs, and providing on-site support during events.

· Resource Management: Coordinate the procurement of office supplies, equipment, and materials for the Mental Health Ministry. Monitor inventory levels, place orders as needed, and ensure that resources are utilized efficiently.

· Financial Administration: Support budget management by tracking expenses, processing invoices, and reconciling financial records. Work closely with the finance team to ensure compliance with financial policies and procedures.

o Documentation and Reporting: Prepare and distribute reports, presentations, and other documents as required by the Director of Mental Health Ministry or other stakeholders. Compile data and statistics for reporting purposes.

o Collaboration: Collaborate with other departments, ministries, and external partners to promote mental health awareness and support initiatives within the diocese. Build and maintain positive relationships with stakeholders.

Requirements

· High school diploma or equivalent; additional qualifications in office administration or a related field are preferred.

· Practicing Roman Catholic in full communion with the Church.

· Proven experience in an administrative support role, preferably in a nonprofit or religious organization.

· Complete understanding of how to maintain the highest level of confidentiality within the Office of Mental Health Ministry and the entire Diocesan Mental Health Ministry Teams. 

· Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.

· Excellent communication skills, both written and verbal, with a professional and courteous demeanor.

· Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications.

· Attention to detail and accuracy in data entry, record-keeping, and documentation.

· Ability to work independently with minimal supervision and as part of a collaborative team.

· Sensitivity to the issues surrounding mental health and a commitment to supporting the ministry's mission.

· Maintain strict confidentiality of the Office of Mental Health Ministry and Diocesan Mental Health Ministry Teams.

· Bilingual, Spanish-speaking, preferred.