Archdiocese of Chicago

Human Resources
:: Employment and Service Opportunities

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

Posted 6/10/2022

Job Title:

Administrative Assistant for Ministry Support

Department:

Kolbe House Jail Ministry - Department of Parish Vitality and Mission

Location:

Other

Hours:

Part 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

Ministry Support:  Maintains records and assists with administration for jail ministries, reentry ministry, Blessed & Broken newsletter, and other ministries as needed.

Resource Management: Maintains all inventories of resources for ministries.

Administrative Support:  Serves as administrative assistant to Associate Director.

Responsibilites

Resource Management                

For all inventories maintained at Kolbe House including, but not limited to, clothing, bus passes,  food supplies, gift cards for meals and groceries, devotional materials for in-jail ministry, and greeting cards. 

  1. Assesses and organizes inventories weekly.
  2. Places orders proactively to maintain levels needed and fulfill requests. Maintains records of orders.
  3. Maintains relationships with suppliers and organizations and individuals which contribute to inventories.
  4. Contributes to solving problems to address client needs identified by staff and volunteers.
  5. Supervises volunteers in destapling and otherwise preparing materials going into Cook County Jail.
  6. Assists staff and volunteers as requested with matters related to inventories.

In-jail program ministry support

  1. Maintains and updates all administrative records for programs offered in jail , including but not limited to course catalog; program tracker which documents course offerings with course instructors, times, and places; and materials for courses.
  2. Submits and tracks all applications for credentials from Cook County Jail, all equipment passes, and all requests for shadowing and observation, maintaining collaborative relationships with jail personnel. Communicates requirements to volunteers and instructs them in obtaining their credentials. Keeps Jail Ministry Coordinator and Volunteer Coordinator informed of status of credentials.
  3. Assists Jail Ministry Coordinator and Volunteer Coordinator with all meetings with jail ministry volunteers. Takes minutes at meetings as requested.
  4. Blessed & Broken newsletter -- maintains mailing list, receives all incoming mail and distributes to Kolbe House personnel as needed, sends submissions to Blessed & Broken editor, assists with preparing and mailing issues.

Reentry Ministry support

Assists Associate Director with administrative tasks including, but not limited to, scheduling and communicating with volunteers, assisting with reentry team meetings such as huddle and training sessions and taking minutes, and other tasks as requested.

Administrative Support

Manages Associate Director’s calendar including scheduling appointments.  Organizes meetings as requested including contacting invitees, preparing materials and meeting location, and assisting with follow-up. Takes minutes at meetings.  Assists Associate Director with written correspondence and telephone communication as requested. 

Door Reception - Hospitality & Mail

  1. Answers door and phones as needed, greeting and hosting all visitors with the welcome, respect, and empathy that characterize Kolbe House as a center of hospitality.
  2. Receives and distributes mail.

Requirements:

Education

  • High school diploma or GED
  • Some college coursework preferred

 Experience                                               

  • 2 years minimum work in office setting
  • 2 years experience in social service or church ministry preferred

Skills

  • Proficiency in Microsoft Office applications such as Excel and Word, in shared calendars, and shared drives such as Google G Suite, including keyboarding proficiency
  • Proficiency in organization of materials and information
  • Bilingual in English and Spanish – fluent in listening and speaking both languages.  Fluent in reading and writing English.  Capable but less than fluent in reading and writing Spanish is acceptable.
  • Excellent listening skills                 
  • Ability to communicate effectively both orally and in writing
  • Proficiency in general office skills

Traits

  • Ability and desire to work with diverse populations, particularly people affected by incarceration and criminal justice issues
  • Highly organized, self-motivated, and resourceful, with the ability to prioritize and manage multiple projects simultaneously
  • Efficient with time and with verbal and written communication
  • Willingness to learn new skills
  • Trustworthy and discreet with confidential or sensitive matters
  • Flexible and patient
  • Willing and able to accommodate flexibility of schedule as needed to accommodate ministry needs and attend special events such as training sessions

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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