Administrative Assistant

Purpose of Position: Responsible for supporting the Director and Assistant Director of Christian Formation and the Director of the Permanent Diaconate office with clerical and organizational tasks, including databases, paperwork, finances, communications, and document creation. Coordinate all events and special projects. Work with Diocesan Staff on special projects, events, etc.

Essential Duties, Responsibilities and Functions

Office of Permanent Diaconate

· Maintain all communication with Deacons and candidates in formation served by the Office of the Diaconate including appropriate follow-up.

· Maintain current databases and hard copy files for all Deacons, candidates and aspirants in formation including retention of all relevant documents, processing changes of address, phone numbers, email, ministry, movement in or out of the diocese and making necessary revisions to the records.

· Manage office operations including all office mailings, ordering supplies, generating check requests and purchases

· Process all documentation and communication regarding deceased deacons, as well as Letters of Suitability for deacons ministering outside of the diocese, deacon incardination and excardination, and deacon retirement.

· Routinely organize all events of Deacons and wives, Deacon workshops, retreats for Deacons and their wives; including preparing and forwarding invitations, registration information, materials for the event, caterers and florists; preparing all necessary arrangement for the events, for example, gifts; communicating with Mass participants such as organists, cantors, and Mass ministers.

· Coordinate all continuing formation matters for Deacons, including arrangements for the periodic workshops, speakers, materials and other arrangements.

· With respect to the candidate formation program, schedule, issue invitations and set class schedules for each semester, contact instructors regarding availability to teach courses each semester, prepare instructor agreements to teach and various other duties that arise during the year with the Diaconate Formation Program.

· In the diaconate ordination year, prepare all necessary ordination documents for the Bishop’s signature, coordinate with the parish on the ordination, prepare for the ordination reception for candidates and families, and make other preparations as required.

· Assist in the Child Protection and Safe Environment process which is mandatory for all deacons, candidates and aspirants, including monitoring safe environment accounts, working with the HR office, of all active deacons, candidates and aspirants, and ensuring compliance for the annual child protection audit.

· Assist in preparing the annual budget, specifically by gathering the prior year actual expenditures and consulting with the Director and the Associate Director in forming the next fiscal year’s budget request; keep the Director and Associate Director informed about the ongoing budget parameters when planning or making various expenditures.

· Maintain docket of all required evaluations of active deacons and candidates in formation (as well as aspirants in formation) by pastors, formators and others so that they are forwarded and returned in a timely manner; insure that appointments for active deacons are completed in a timely manner; insure that deacon funeral arrangements are forwarded, returned and maintained properly in our diaconate files; and create monthly updates for prayers for healing of infirmed deacons and their families.

· Compile records and prepare reports on the diaconate within the diocese as required.

· Other duties as needed.

Office of Christian Formation

· Perform all administrative tasks in support of the Office of Christian Formation.

· Organize and arrange all details for conferences, retreats, workshops, presentations, speaking engagements and other events for the Office of Christian Formation.

· Keep records and files.

· Coordinate and work with the Director and Assistant Director of Christian Formation to organize and promote the Diocesan Pastoral Ministry Day.

· Assist in researching and developing resources, training and educational opportunities for religious educators, youth ministers, DREs and parents/families throughout the diocese.

· Assist the Director and Assistant Director in building a bank of speakers both regionally and nationally for diocesan events.

· Manage a resource library.

· Foster collaborative and positive working relationships with parish religious education and faith formation offices throughout the Diocese.

· Coordinate with the Communications Office to maintain the website and any social media.

· Prepare for the Catholic Education Trust Fund meetings, order lunch if needed and record minutes.

· Proofread all communications related to the Office of Christian Formation

· Other duties as needed.

Required Skills and Abilities

· Excellent verbal and written communication skills.

· Excellent interpersonal skills.

· Demonstrated organizational skills, communication skills and attention to detail.

· Excellent time management skills with a proven ability to meet deadlines.

· Excellent coordination of events skills.

· Self-directed with the ability to multi-task in a collaborative work environment.

· Ability to maintain confidentiality.

· Ability to adapt to the needs of the office.

· Ability to prioritize tasks.

· High proficiency with Microsoft Office.

· Be available for occasional weekend and evening work during conferences, events, meetings, etc.

Education, Experience and Qualifications

• Practicing Catholic who supports the teachings of the Catholic Church.
• Minimum high school education; associate’s or bachelor’s degree preferred.
• Prior work experience in a Catholic diocese preferred but not required.
• Demonstrated high proficiency in Microsoft Office.
• Must be able to pass a background check.

Physical Demands

· Regularly required to sit and/or stand for extended periods of time.

· Must be able to use hands in repetitive motion tasks, handle objects, speak and hear.

· Must be able to lift and carry supplies for events.

Benefits, Pay, Hours and Location

· Health Insurance

· Health Savings Account

· Dental Insurance

· Vison Insurance

· Life Insurance

· LTD, AD&D insurance

· Pension

· 403(b) Savings plan

· Paid time off

· Monday to Friday

· 35-hour work week

· Salary Depending on Experience

For more information, visit our website: www.dioknox.org

To apply, email your resume to mlentz@dioknox.org

Job Type: Full-time

Expected hours: 35 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Knoxville, TN 37919 (Required)

Ability to Relocate:

• Knoxville, TN 37919: Relocate before starting work (Required)

Work Location: In person