Administrative Assistant

OVERALL RESPONSIBILITIY

The Administrative Assistant provides support to the Chief Human Resources Officer (“CHRO”) and the Office of Human Resources (“Office”) by meeting its administrative needs and assisting with project work. The position serves as the Office’s main point of contact with general Human Resources questions, directing employees to the appropriate individual/organization

Essential Duties And Responsibilities

• Serves as the primary point of contact for all who contact the CHRO and the Office (in person, by phone, email or any other communication method);
• Answers general questions to the Office and appropriately problem solves;
• Maintains regular communication with the CHRO, alerting her/him to any matters, needs or issues that arise in a timely manner;
• Performs all responsibilities with a service-focus and goal to exceed expectations;
• Handles confidential material with discretion and in a professional manner;
• Coordinates deadlines across the department ensuring appropriate communication;
• Completes general Human Resources forms, such as Medicare, for CHRO signature;
• Organizes and maintains Human Resources filing system and employee personnel files;
• Drafts correspondence and communications and creates any necessary mailings, flyers and publications for the Office;
• Supports Catholic Center employee events and meetings, creating fliers, sending communications, ordering food, making copies, organizing logistics and location, and other support as needed
• Coordinates the CHRO’s calendar and schedules meetings including coordinating Zoom as needed;
• Handles projects;
• Working with the HR Specialist, coordinates and updates the HR pages on the Diocesan website
• Assists with the annual budget preparation for the department and maintains the budget throughout the fiscal year;
• Provides general office support such as telephone and reception coverage, opens and processes mail, orders office supplies and managing reimbursements;
• Additional duties as assigned
  
  

Education And Qualifications

• High School Diploma or GED; Associate’s Degree preferred;
• Two to five years of related administrative experience
• Exceptional interpersonal skills, able to effectively interact with all constituents and convey a positive, welcoming attitude;
• Collaborative and cooperative in all interactions; service focused
• Excellent communication skills (written and verbal) with all those inside and outside of the Diocese
• Ability to maintain all information with complete discretion and confidentiality
• Creative, goal and team-oriented
• Excellent Microsoft Office/Suite skills (Word, Excel, PowerPoint, Publisher)
• Solid problem solving and time management skills
• Able to work independently with little supervision and multitask efficiently and effectively, completing work in a timely, accurate and thorough manner and keeping supervisor up-to-date at all times
• Conscientious and highly organized with sharp attention to detail
• A strong work ethic and desire to exceed expectations
• Practicing Catholic in good standing with the Church preferred