Responsibilities
- Handle administrative and clerical tasks for projects and serve as the first point of contact for incoming inquiries.
- Ensure thorough follow-up on complex administrative procedures with accuracy, timeliness, adherence to internal policies, and careful documentation.
- Collaborate with internal departments and external entities as directed, using professional and results-driven communication.
- Organize and oversee the administrative filing system and project records.
- Process and log Purchase Orders for invoice and expense payments, track budget data, and maintain financial records.
- Use Excel or comparable software to create, update, and analyze spreadsheets for monitoring budgets, registrations, reporting, and operations.
- Design promotional materials across media platforms—including web, print, and social media—for marketing regional initiatives and institutional publications.
- Engage with partners, dioceses, leaders, students, vendors, and program representatives to build relationships and deliver responsive service.
- Support program directors in managing agreements with printers, mailing services, advertisers, and suppliers, ensuring documentation and execution.
- Adapt effectively to changing priorities, unexpected issues, and urgent requests.
- Prepare materials and documentation for grant submissions, reports, and official correspondence.
- Collaborate on project-related assignments, including coordination with staff and contracted service providers.
- Help plan, develop, and implement training sessions or workshops, including logistics and participant coordination.
- Manage the office’s use of program archives and holding files, following proper record retention protocols.
- Support scheduling, invitation distribution, and facilitation of in-person and virtual meetings for program leadership.
- Update program leadership regularly on task progress and assist in meeting deadlines.
Compensation
Not specified
Work Arrangement
Not specified
Team
Collaborative environment involving staff, contractors, and external partners
Responsibilities
- Perform duties related to administrative and clerical support for the projects and serve as initial contact from inquiries.
- Provide consistent follow-up on complex administrative processes, ensuring accuracy, timeliness, compliance with internal procedures, and attention to detail in documentation and reporting.
- Interface with other departments and communicate with external organizations and other contacts, as requested by the directors, maintaining professional and solution-oriented communication.
- Maintain and manage the administrative filing system and files for the projects.
- Process and record Purchase Orders for payment of invoices and expenses incurred by the projects; track budget-related data and maintain financial documentation.
- Utilize Excel or other software as appropriate to develop, maintain, and analyze spreadsheets, to monitor project budgets, registrations, reporting metrics, and operational workflows.
- Design layouts of ads (i.e., all media – website, print, social, and the like), publications and other materials needed for marketing the regional projects and for inclusion in the School website, newsletter and public relations.
- Conduct outreach and foster relationships with various partners, dioceses, leaders, students, vendors, and representatives of both programs, providing responsive and professional customer service to stakeholders and collaborators.
- Assist the program directors in managing project dealings (such as contracts and arrangements) with printers, mailers, general advertisers, and suppliers, ensuring proper documentation and follow-through.
- Demonstrate flexibility and adaptability in managing shifting priorities, unforeseen challenges, and time-sensitive requests.
- Prepare information and documents needed for grant requests, reports, and other communications.
- Work collaboratively on tasks related to the projects, including coordination with staff and contract services.
- Assist in planning, developing, and conducting training events or workshops, including logistical coordination and participant communications.
- Coordinate the offices’ use of the holding files and archives of the programs, ensuring proper record retention practices.
- Assist the program director and the Associate Director of Lifelong Learning in scheduling, sending invitations, and conducting in-person and online meetings.
- Keep the program director and the Associate Director of Lifelong Learning informed of progress on assigned tasks and assist them in meeting deadlines.
Not specified
