Archdiocese of Chicago

Human Resources
:: Employment and Service Opportunities

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

Posted 10/1/2021

Job Title:

Office of Lifelong Formation Office Manager

Department:

Parish Vitality & Mission

Location:

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

Hours:

Full time

Description:

The Archdiocese of Chicago is the third largest diocese in the United States and serves more than 2.2 million Catholics in 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 also has one of the country’s largest seminaries. The Archdiocese’s elementary and secondary schools comprise one of the largest U.S. private school systems. 

Position Summary:                                                            

Organize, prioritize, and lead all of the administrative activities that facilitate the smooth and efficient operation of the Office of Life Long Formation. Provide functional cross-training and oversee staff in office procedures, telephone systems, computer software, and office equipment maintenance and operation. Maintain and monitor all financial systems used by the Office and track the Office budget. Use leadership, communication and organizational skills to increase office productivity. Provide administrative support to Ministry Coordinators in all aspects of development, preparation, planning, and implementation of programs, events, and resources in support of the Renew My Church initiative. 

Responsibilities
• Handle Accounts Payable and receivables coordinating with Pastoral Center accounting and finance where necessary.
• Process requests from staff for reimbursement of expenses per policy.
• Prepare monthly statements of all revenue and expenses for each program coordinator.
• Use QuickBooks financial accounting program for tracking budgets and expenses.
• Input financial activity into paper log and Excel program for all Office and Archdiocesan federal grant programs.
• Assist the Director in preparing and maintaining office budget.
• Reconcile monthly credit card receipts for staff.
• Process and deposit all Pre-Cana and other program final reports and checks.
• Process and send outside coordinators stipends.
• Data entry and maintenance of system for tracking royalty payments, copyrights, website and domain names.
•Reconcile online payments with Archdiocesan accounts.
• Maintain collection procedures (for program fees, parish payments, etc.) for accounts.


Office Management
• Executive tasks as requested by Director.
• Manage inventory and ordering of office and off-site Pre-Cana and grant center supplies.
• Route email and other correspondence to appropriate staff member.
• Coordinate preparation of meetings and special office functions, and assist at outside events sponsored by office. 
• Maintain all office databases and office calendar.
• Organize and delegate clerical work of office programs and events.
• Maintain updates for programs, resources, books, and publications.
• Supervise all large mailings and provide general administrative support.
• Coordinate the work of administrative staff, monitor the workload and work rate..
• Coordinate the implementation of new office systems.
• Maintain staff information and calendar.
• Organize and maintain audio and visual equipment.
• Organize materials needed for the different programs. 
• Receive and distribute office e-mail and internet requests.
• Submit information to Archdiocesan Master Calendar and Update.
• Continue to provide ministry assistance including translations, website support, layout and design as needed.
• Discuss problems related to budget, office procedures, technology, equipment and administration with staff.
• Deal with complaints on the telephone or by email.
• Meet with supervisor to review office performance.
Other responsibilities as needed per Director, Senior Associate Director and Associate Director 

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.

Requirements:

Requirements
• Business college degree or diploma
• Experience in bookkeeping, accounting, website, and office procedure.
• Two years bookkeeping experience, two years office experience.
• Microsoft Office, Excel, PowerPoint, Access, and QuickBooks skillsets. Excellent supervisory, communication and organizational skills. 
• Ability and willingness to work nights and weekends as needed.

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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