Administrative Assistant to Vicar General-Chancellor (NE)

The Administrative Assistant to Vicar General-Chancellor will perform wide-ranging administrative duties, anticipating the needs of the Vicar General and the Chancellor. Primary duties for all three offices include: heavy calendar and email traffic management, answering phones, drafting simple letters, assisting parish personnel and meeting preparation and coordination. Additionally, support for the Chancellor will include responsibility for the upkeep and posting on the diocesan policy website, review and updating of diocesan policies, reviewing and preparing statistics for submission to various agencies, directing inquiries to other offices, as well as the completion of other canonical processes.  The position requires tact and integrity due to the frequency of high level internal and external contacts and exposure to confidential information. Strong attention to detail and the ability to work independently with little supervision is essential.

Mission:

The successful candidate for this position is a practicing Roman Catholic committed to the Mission of the Church through the support of the ministry of the Archbishop of Baltimore. This person must understand the importance of her/his role in working with the faithful of the Church in a variety of ways. This is also a position that requires a person with strong detail skills.

Essential Functions:

• Maintains the calendars for the Vicar General and Chancellor by planning and scheduling meetings, events, conference calls, and videoconferences. Prepares agenda and other materials in preparation for meetings and conferences. 
• Answer, direct and screen phone calls and inquiries, compose and proofread letters, filings, minutes, etc., handle mail, create presentations and reports.
• Establish, maintain and manage various files, including internal client, parish, and corporator working files as needed.
• Assists with spreadsheet development and database management, performing routine data entry and basic analysis.
• Serves as content editor for departmental web pages; coordinates with IT to ensure conformity to organizational standards and policies, and confirms information accuracy and accessibility
• Oversees submission of documents and statistics for legal purposes to the USCCB and other entities as necessary.
• Preparation and maintenance of statistics for submission to the Official Catholic Directory (OCD), Rome Report (annually) and Catholic Review.
• Handles submissions to AOB legal offices as assigned.
• Oversees proper completion of various canonical processes that is the responsibility of the Chancery Office.
• Reviews and summarizes Confirmation letters for the Vicar General.
• Facilitates check requests and expense reports for the Vicar General and Chancellor.
• Occasional attendance at weekend or evening meetings may be requested. 
• Other duties as assigned.

Relationships:

This position reports to the Vicar General. This position will work with a variety of staff and external customers of all levels.

 

Position Qualifications:

Minimum Education and Experience:

• High school degree, college degree preferred
• Three to five years office experience
• Previous experience working for C-suite executives in a mid to large organization
• Must be a practicing Catholic 

Required Knowledge, Abilities, and Skills:

• Ability to work confidentially and discretely 
• Proficiency in Microsoft Office Programs, specifically Teams, Word, Excel and Access
• Familiarity with survey tools
• Familiarity with Archdiocesan administrative structures and the mission of the Catholic Church
• Ability to multitask and meet deadlines
• Demonstrated organizational skills and attention to detail
• Possess a courteous and professional demeanor
• Good communication skills
• Strong work ethic and a willingness to take initiative for projects and programs