Administrative Assistant - Franciscan Life Center

Administrative Assistant

Franciscan Sisters, Little Falls, MN, have an opening for a full-time administrative assistant. This position provides administrative support for the Franciscan Life Circle. The position is for 40 hours per week, Monday – Friday, with occasional evenings and weekends.

Position performs general administrative support functions including, but not limited to, answering and directing telephone calls, greeting visitors, filing, photocopying, taking, and distributing meetings minutes, coordinating travel arrangements, and maintaining database records. Monitors chat and breakout rooms during Zoom calls for events and meetings.

Position requires ability to communicate effectively in verbal and written form; maintain confidentiality, be courteous and welcoming to all, have attention to detail, working in a multi-tasking environment, composing, typing, proofing materials, and establishing priorities. Proficiency with MSWord, Excel, PowerPoint, Outlook, and Zoom required. Two to three years’ experience in administrative/secretarial preferred. Knowledge of or desire to learn about Franciscan spirituality required.

Benefits include health, dental, vision, life, LTD insurances; vacation, sick and holiday pay, employer contributions into 403(b). Free single membership to Health & Wellness facility.

Wage: $19 - $21/hour

Submit a letter of interest and resume to: Amy Scholl, Human Resources, Franciscan Sisters, 116 8 Avenue SE, Little Falls, MN 56345; amys@fslf.org; fax: 320-632-0666; questions, please call 320-632-0621.

Title: Franciscan Life Circle Administrative Assistant

Supervisor: Director of Franciscan Spiritual Connections

Department: Franciscan Spiritual Connections

Date: April 2025

The Role

The Administrative Assistant supports the work of Franciscan Life Circle through administrative tasks. The Franciscan Life Circle (FLC) consists of Franciscan Spiritual Connections, Franciscan Associates, Integral Ecology, Companioning Ministry and Intentional Community, each ministry sharing responsibility for extending Franciscan spirituality into the world. The Administrative Assistant works with Franciscan Life Circle Directors and leaders, and reports to the Director of Franciscan Spiritual Connections.

Expectations:

• Knows and demonstrates the Franciscan employee values while performing all job functions. Demonstrates values with other staff, sisters, associates, volunteers, partners, and visitors.

• Demonstrates openness to learning Franciscan spirituality to better serve and support the work of FLC and FSLF.

• Upholds and fulfills the mission and values of Franciscan Sisters of Little Falls in all areas of communications and public relations, whether written, spoken, or observed.

• Demonstrates a good sense of personal boundaries and respect for other’s boundaries, maintaining confidentiality appropriately.

5. Able and willing to work in a team, in a mutual manner, contributes to a friendly collaborative atmosphere.

6. Able to clearly communicate needs and requests.

7. Works accurately with close attention to detail

a. Prioritizes the workload independently.

b. Seeking clarification of priorities when needed from supervisor.

c. Able and willing to be flexible.

d. Communicates workload priorities and status to team.

8. Performs general administrative support functions including, but not limited to:

a. Answer and directs telephone calls.

b. Maintains physical and electronic files with a consistent system of filing.

c. Makes photocopies, considering the ecological values of FSLF, including mailing hard copies for Associate newsletter.

d. Collects information for, creates, and distributes meeting agendas (e.g., FLC Team, Land Justice Circle, Green Committee)

e. Sets up invitations and Zoom links for meetings.

f. Takes and distributes meeting minutes/notes (e.g., FLC Team, Land Justice Circle and Green Committee)

g. Maintains and updates project management spreadsheet; suggests updates to tracking system.

h. Coordinates travel arrangements for FLC members, event presenters, and others as requested.

i. Orders and tracks supplies

• Performs administrative tasks for FLC events:
• Completes request forms for Hospitality and Environmental Services for Franciscan Life Circle events, including overnight retreats (private and group)
• Recruits and trains volunteers for FLC events
• Works with coordinator of master campus calendar to book events ensuring all event details are complete, including room reservations, food requests, room setup, technology needs, and support.
• Track registration and follows through with participants for retreats for all FLC events (e.g., Franciscan Associate commitment days, FSLF Community Gatherings, reflection days, Integral Ecology events, and other FSC events)
• Sets up invitations and Zoom links for events.
• Coordinates and performs set-up and take-down of events on campus.
• Creates and/or assembles and distributes materials for events (e.g., welcome packets, handouts)
• Send reminders and follow-up emails to participants.
• Other event-related duties as needed.

10. Maintains database records.

a. Manage email groups.

b. Continuously updates user information.

c. Creates necessary forms for event/program registration and tracking.

d. Creates a calendar in Breeze to track attendance.

e. Connects registrants to the event.

f. Continuously updates training in Breeze and trains FLC staff (as requested by staff)

g. Manage updates to the Breeze system as needed.

11. Greets visitors to the FLC offices on campus and is the point of contact for attendees for in-person (e.g., checks in participants, gives welcome packet, etc.) and online events.

• Submits proper documentation to request checks, record donations, and other finance reports.

• Due to scheduled program support, occasionally works on a weekend or an evening.

• Serve, as requested and in consultation with supervisor, on one of FSLF’s committees.

• Performs other duties as assigned by supervisor.

Qualifications:

• High school or equivalent graduation and graduation/certification in a business course from a Technical College and/or relevant business experience preferred.
• Two to three years of experience in an administrative role collaborating with multiple leaders simultaneously preferred.
• Intermediate level working experience/knowledge of Microsoft Office, (i.e., Word, Publisher, PowerPoint, Excel, and Outlook), Zoom and experience with OneDrive required.
• Demonstrated ability to follow directions, policies, and procedures, seek clarification, and keep confidentiality.

5. Ability to understand Spanish preferred.

6. Demonstrated ability to interact and be inclusive of a variety of audiences with sensitivity to multicultural, ecumenical, interfaith, and non-religious relationships and growing awareness of diversity, equity, and inclusion needs.

• Demonstrated proficiency of oral and written skills required.
• Demonstrated ability to prioritize work, manage multiple priorities, meet deadlines, seek clarification, communicate effectively, work with interruptions, and stay calm under pressure is necessary.
• Demonstrated ability to use office equipment, e.g., printers, required.
• Willingness to learn about Franciscan spirituality to better serve and support the work of FLC.
• Available for occasional weekend or evening work.

12. Has good physical, mental and emotional health, and stamina to fulfill responsibilities.

Non-Performance Requirements

Promotion to: No formal line of promotion.

Promotion from: No formal line of promotion.

Positions Supervised: None

Scope

The above descriptions reflect the guidelines necessary to define the primary functions of the position. The above statements shall not be construed as a detailed description of all the work requirements that may be required for the position.

Statement of Purpose

We, the employees, provide services to assist the Franciscan Sisters of Little Falls (FSLF), Minnesota, in fulfilling their mission. Within our daily work and responsibilities, we create an atmosphere of respect, welcome and peace in our interactions with Sisters, the public and those with whom we work.

Franciscan Core Values

· Ongoing Transformation: Listening and responding to the work of the Spirit within us.

· Contemplative Prayer: Being present with God who is always present in, with, and through us.

· Evangelical Humility: Being in right relationship with the whole; honoring the dignity of all.

· Evangelical Poverty: Trusting in God’s abundance; not grasping or seeking status.

Employee Core Values

Our core values guide us as we work together and as we celebrate together, sharing our God-given talents and our stewardship of time and resources.

* Respect: We treat each other and all of God’s creation with dignity, justice, and reverence.

* Open Communication: We encourage people to express their ideas and feelings in ways that are clear, honest, and direct.

* Hospitality: We work to create a comfortable, respectful environment in which people feel welcome, safe, and valued.

* Compassion: We weave genuine concern and care into our interactions, and seek to work together with flexibility and fairness, creating a supportive environment for all.

Franciscan Life Circle Purpose

Living and sharing God’s love in, with and through our local-global relationships.

Franciscan Life Circle Mission

With Spirit as our guide, rooted in our Franciscan values, we intentionally live, nurture, and cultivate diverse, respectful relationships that inspire and support practices of action and reflection in our world.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $19 - $21