Administrative Assistant - Faith Formation - Diocese of Austin Catholic Parishes

Job Summary:

St. Helen Catholic Church is seeking a dedicated and organized Administrative Assistant to support the Faith Formation Office. This role plays a crucial part in facilitating the planning and execution of various events, managing registrations, and providing administrative support to ensure the smooth operation of our ministry activities. The ideal candidate will have previous experience in ministry settings. The candidate must be a practicing Roman Catholic in good standing. Bilingual English-Spanish is required (proficient in writing, reading and conversing).

Essential Job Duties:

1. Event Planning Support:

• Collaborate with ministry leaders to plan and organize youth events, retreats, and evangelization programs.
• Assist in coordinating logistics, including venue selection, catering, transportation, and scheduling of activities.
• Work closely with vendors and suppliers to ensure timely delivery of services and materials.
• Help create and distribute promotional materials for events, both online and offline.

2. Registration Management:

• Oversee the registration process for events, including online registration systems handling inquiries from participants.
• Maintain accurate attendee records and databases, ensuring all necessary information is collected and stored securely.
• Prepare registration reports and summaries for ministry leaders to track participation and assess event effectiveness, including, but not limited to: attendance, folders, prepare folders, scan documents, prepare reports, print letters, etc.

3. Administrative Support:

• Provide general administrative assistance to the Faith Formation Office, including answering phone calls, responding to emails, and managing schedules.
• Assist with budget tracking and expense management for ministry activities-Prepare and distribute communication materials such as newsletters, announcements, and meeting agendas.
• Collaborate with other staff members to support overall ministry objectives and initiatives.
• Process payments received in the Faith Formation Office and prepare reports for the Faith Formation Coordinator in a timely manner.
• Assist, prepare and submit the information for the parish weekly bulletin in a timely manner.
• Assist with and attend special liturgical celebrations as required.

4. Other Duties as Assigned:

• Flexibility to assist with various tasks and projects as needed to support the dynamic needs of the ministry of the Faith Formation Office.
• Perform other duties as assigned by Business Manager or Pastor.
• Willingness to contribute ideas and suggestions for improving ministry operations and enhancing the participant experience.
• Maintains availability throughout the week in order to serve the needs of the parish to include pastor, staff, and volunteers during and outside of normal church office hours; weekends and some evenings will be required.

Qualifications:

Education, Trainings, and experiences:

• Previous experience working in a ministry or religious organization is highly preferred.
• Bachelor's degree in a related field (Theology, Religious Studies, Business Administration, etc.) is desirable.
• Strong organizational and time management skills, with the ability to interact professionally with staff, volunteers, and participants.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management systems.
• A positive attitude, team-oriented mindset, and willingness to support the mission and values of the ministry.
• Two (2) years of experience working is required.

Language:

• Bilingual English-Spanish is required (proficient in writing, reading and conversing).

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

• Valid Texas driver's license.
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

Knowledge, Skills and Abilities

• Knowledge of Roman Catholic teachings, parish and diocesan structure.
• Ability to work in a multi-cultural parish serving various cultures and a wide range of age groups.
• Ability to provide excellent customer service and work effectively with staff, clergy, and laity.
• Ability to build authentic relationships with adults rooted in Christ.
• Ability to effectively work with constant interruptions.
• Ability to operate various word-processing software, spreadsheets, and database programs.
• Ability to organize, prioritize and utilize effective time management techniques.
• Ability to maintain confidentiality at all times.
• Ability to carry out multiple tasks, meet deadlines, and implement creative solutions.
• Ability to follow instructions furnished in verbal or written format.
• Ability to proficiently communicate in English and Spanish (writing, reading and conversing).