Formation Administrative Assistant

GENERAL INTRODUCTION:

The Archbishop, visible principle of unity in his archdiocese, is called to build up the particular Church unceasingly in the communion of all its members, and to ensure that their diverse gifts and ministries, in union with the universal Church, serve to build up all the faithful and to spread the Gospel. (Apostolorum Successores 8). He must take care that all the affairs which belong to the administration of the whole archdiocese are duly coordinated and are ordered to attain more suitably the good of the portion of the people of God entrusted to him.” (Apostolorum Successores 177).

Each position employed in the Chancery helps to extend the ministry of the archbishop in particular ways as outlined in the position description.

GENERAL SUMMARY OF ESSENTIAL PURPOSE:

Participates with other staff members in implementing the mission of the Office of the Vicar for Clergy. At the direction of the Director of Formation, participates with other staff members in implementing the mission by providing tactical support for events, projects, and internal office duties.

ESSENTIAL POSITION DUTIES:

• Administrative support for: Deacon Formation
  • Deacon Formation program and core team needs.
  • Executing check requests for vendors and instructors.
  • Core Team meetings (when in-person, reserves and prepares conference room, arranges lunch and morning snacks, reserves parking, notifies the front desk in advance of team members, and catering arrivals.
  • Work with ABRC to coordinate formation weekend needs.
• Administrative support for: Continuing Formation of the Clergy programs.
  • Executing check requests.
  • Securing meeting sites, vendors/caterer and locations for events and trainings.
  • Promoting and execution of events.
  • Calendars and schedules for continuing formation programs.
  • Continuing Formation of the Clergy advisory board meetings (when in-person, reserves and prepares conference room, arranges lunch and morning snacks, reserves parking, notifies the front desk in advance of team members, and catering arrivals.
• Assist the Director of Formation with the coordination and on-site presence to Priest Days, Annual Priest Retreat, Deacon Convocation, Deacon Retreat, including post program evaluations.
• Assist the Director of Formation with the Continuing Formation program of offerings, training sessions and sabbaticals. Supply support for sabbaticals, assistance to the Continuing Formation of Clergy Advisory Board, ensures tracking of clergy CFUs.
• Ensures tracking and filing of records for deacon inquirers and applicants, deacon aspirants, and candidates, and maintenance of a system that makes those records accessible to all those who need them.
• Serves as a point of contact for deacon inquirers, aspirants, and candidates to help them access resources and navigate formation programs by responding to phone calls, mail, email, and other forms of correspondence.
• Provides administrative assistance including: 
  • Provides input and maintains web content for Pray for Priests.
  • General administrative tasks
  • Assists with tracking of financial records, accounts payable and accounts receivable.
  • Attending key meetings, taking and producing minutes.
  • Assists with management of office resources and communicating with vendors.
• Other duties as assigned.

Primary:

• Willingness and ability to support the mission of the Church by extending the minist