Archdiocese of Chicago

Human Resources
:: Employment and Service Opportunities

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

Posted 4/14/2022

Job Title:

Administrative Assistant

Department:

Real Estate

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:

The administrative professional will assist the Real Estate and Planning & Construction Departments.  This position will be an important role in bringing some consistencies and bridging the two departments.

General Duties and Responsibilities:

Office Management

  • Provide general administrative support for both departments.
  • Provide office reception duties including answering telephone calls promptly and         courteously, take messages and distribute to appropriate party, greet visitors and               determine access to specific individuals. 
  • Schedule internal and external meetings and conference calls. Manage appointments and the calendar of Chief Capital Assets Officer, manage the Capital Assets Calendar and the Planning & Construction Calendar (sick and vacations).
  • Provide materials needed for appointments, events, meetings and presentations,      PowerPoint presentations and content.
  • Proactive focus on management, organization and preparation for meetings for the              Chief Capital Assets Officer.
  • Plan and attend staff meetings for Real Estate Department.
  • Maintain “issue tracker” to insure the timely follow-up and resolution of departmental         inquiries and ongoing projects.

Finance

  • Monitor schedules, review and process timesheets for both department employees.
  • Place orders, submit invoices to Martha for processing and reconcile accounts.
  • Procure supplies, equipment and services.
  • Process P-Card reports.
  • Communication/Information
  • Ability to delegate and prioritize inquiries and requests.
  • Respond appropriately to internal and external inquiries and direct to the appropriate resources when necessary.
  • Prepare and edit high level correspondence, documents and presentations; collecting,     analyzing and reporting information on department related activities.
  • Maintain and update the website for both departments.
  • Maintain and update standard form documents for both departments.
  • Help manage departmental communications via e-mail and Microsoft Teams.

Project Management

  • Organize and maintain files of Chief Capital Assets Officer and the Capital Assets    Department.
  • Manage Real Estate’s Property Available for Lease and Available for Sale list.
  • In-take person for tenant inquiries.
  • Send Tenant Inquiry form and Tenant Application form to prospective tenants.
  • Pre-Qual Administrator for Planning & Construction Department
    • Check Smartsheet log & email box for incoming pre-qualification requests
    • Track/log thru status in smartsheet
    • Respond to vendor if submission is incomplete
    • Compose Review sheet and print with submitted docs for Director’s approval
    • Email vendor to pre-qualified vendor list
    • Add approved vendor to pre-qualified vendor list
    • File submitted docs in smartsheet

Requirements:

Education Preferred:              

  • Bachelor’s degree, or equivalent experience

Experience Required:             

  • Minimum of five years in an administrative support role; three years proficient Archdiocesan experience in administrative position preferred.

Skills Required:                        

  • Strong familiarity with the structure of the Archdiocese is a plus.
  • Proficiency in the use of computers, particularly Microsoft Office Suite, Internet and email.
  • Knowledge of administrative procedures including managing files, records, mailing list and databases.
  • Excellent verbal and written communication skills.

Other Required:                      

  • 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 build relationships and trust.
  • Assertive, self-driven, problem solver.
  • Understands and supports mission and purpose of the Church is a plus.
  • Knowledgeable of Archdiocesan policies and guidelines.
  • Ability to interact professionally with Senior Leadership and Management Teams across the Archdiocese, Pastors and Vicars. 
  • Excellent judgment with sense of discretion and confidentiality.

If you are interested in this opportunity, please submit an application with a cover letter and resume. For Application and General Inquiries please contact the Archdiocese of Chicago Recruitment Team at recruitment@archchicago.org 

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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