Archdiocese of Chicago

Human Resources
:: Employment and Service Opportunities

Opportunities at Archbishop Quigley Center / Cardinal Meyer Center / Other Pastoral Center Departments

Posted 4/2/2021

Job Title:

Administrative Assistant to Episcopal Vicar

Department:

Vicariate II

Location:

Archbishop Quigley Center
835 N. Rush St.
Chicago, IL 60611-2030

Hours:

Full time

Description:

The Archdiocese of Chicago (AoC) is the third largest diocese in the United States and serves more than 2.2 million Catholics. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 15,000 employees across its ministries, including Catholic Charities, the region’s largest nonprofit social service agency. The Archdiocese’s elementary and secondary schools comprise one of the largest U.S. private school systems.

Position Summary:

The Administrative Assistant is an administrative professional who reports directly to the Episcopal Vicar of Vicariate II. This person assists the Episcopal Vicar by providing organizational and administrative support in his multi-faceted responsibilities, as well as managing details that contribute to the effectiveness and efficiency of his ministry in accordance with Archdiocesan policies and guidelines. Requires broad knowledge of department operations and procedures, and a high level of experience, discretion, and technical skill.

Responsibilities
Office Management

  • Proactive focus on advancing the ministry of Episcopal Vicar.
  • Serve as resource and support to Vicariate II staff as requested.
  • Provide office reception duties including answering telephone calls promptly and courteously, greet visitors and determine access to specific individuals.
  • Maintain Episcopal Vicar’s daily calendar.
    • Schedule appointments, confirmations, and speaking engagements.
    • Makes travel arrangements as required.
    • Serve as gatekeeper to Episcopal Vicar of Vicariate II.
  • Develop a clear understanding of roles supporting the vicariate office and properly delegate requests.  
  • Provide high level of hospitality to visitors and meeting attendees.
  • Provide materials needed for appointments, events, and liturgies.
  • Provide office functions including, but not limited to, copying, scanning, faxing, filing, mail sorting and scheduling of meetings.
  • Maintain vicariate files in an orderly and timely fashion.
    • Follow AoC Records Retention guidelines.
  • Provide input for annual budget to Director of Vicariate Operations.
  • Handle department’s special accounts.
  • Place orders, submit invoices for approval and payment and reconcile corporate procurement card accounts.
  • Procure supplies including refreshments, equipment and services.

Communication / Information

  • Respond appropriately to external inquiries and delegate to appropriate vicariate staff member.
  • Prepare and edit high level correspondence, documents and presentations, collecting, analyzing, and reporting information.
  • Manage correspondence using judgment in proactively acting to optimize the Episcopal Vicar’s communication responsibilities. May draft Episcopal Vicar’s correspondence for signature.
  • Attend meetings, recording and publishing minutes as required.
  • Practice discretion and respect privacy when dealing with personal, sensitive, financial internal and private matters.

General

  • Regular attention to continuing education in areas of responsibility.
  • Maturity and good judgment as Episcopal Vicar’s representative.
  • Other projects and duties as assigned.

Requirements:

  • Bachelor’s degree or equivalent experience.              
  • Minimum of five years’ experience in an administrative support role; three years proficient Archdiocesan experience in administrative position preferred.
  • Must be familiar with roles of priests and types of priests. Strong familiarity with the structure of the Archdiocese.
  • Strong demonstrated knowledge of Microsoft Office Suite of products, including Teams.
  • Proficiency with Zoom web-based software.
  • Project Management and publication design skills.
  • Excellent verbal and written communication skills.
  • Highly organized self-starter with ability to work effectively and proactively without close supervision and able to prioritize with attention to details and deadlines.
  • Ability to work in team environment and has a “Service Mindset” when working with others.
  • Knowledge of Catholic faith, hierarchy and protocol.
  • Understands and supports mission and purpose of the Church. Knowledgeable of Archdiocesan policies and guidelines.
  • Ability to interact professionally with clergy and laity of the Archdiocese at all levels, the Catholic community and the public.
  • Pleasant demeanor and excellent judgment with sense of discretion and confidentiality.
  • Hiring preference will be given to practicing Catholics.

Physical and Mental Requirements

Action

Percent of time action is required

 

0 – 24%

25 –49%

50 – 100%

Seeing / Comprehension

 

 

X

Hearing / Speaking

 

 

X

Walking/Standing

X

 

 

Climbing/Stooping/Kneeling

X

 

 

Hand/Finger Dexterity

 

 

X

The above chart indicates the approximate amount of time the employee will be required to use each of these abilities.

The Archdiocese of Chicago is in the midst of exciting changes as we renew our local Church. With a variety of opportunities to contribute your professional talents and experience, we invite you to consider any of our current openings at archchicago.org/careers. We offer competitive salary and benefit packages, as well as opportunities for professional and personal growth and development.

If you are interested in being considered for this opening, please visit the list of open positions on AppliTrack. Please complete a letter of interest, a profile, or submit your resume.

Thank you for your interest in the Archdiocese of Chicago.

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