Archdiocese of Chicago

Human Resources
:: Employment and Service Opportunities

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

Posted 11/19/2021

Job Title:

Senior Administrative Assistant, VPPD and PPB

Department:

Priest Corner

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 Senior Administrative Assistant to Vicar for Professional and Pastoral Development (VDDP) and Priest Placement Board (PPB) is an administrative professional who reports to the Vicar for Professional and Pastoral Development. This person assists the Vicar for Professional and Pastoral Development by providing organizational, secretarial, and administrative support in their multi-faceted responsibilities, as well as managing details that contribute to the effectiveness and efficiency of their ministries in accordance with Archdiocesan policies and guidelines. Requires broad knowledge of department operations and procedures, including a high level of experience, discretion, confidentiality, diplomacy, and technical skill.

General Duties and Responsibilities

Office Management

  • Proactive focus on advancing the ministry of the Vicar for Professional and Pastoral Development and Priest Placement Board
  • Serve as resource to Vicariate and parish staff as requested
  • Provide office reception: duties including answering phone calls promptly and courteously, greet visitors and determine access to specific individuals
  • Maintains the calendars for each director, schedules appointments and send calendar invitations, makes travel arrangements as required.
  • Schedule, coordinate, and organize high-level meetings, in-person and virtually. Prepare meeting notices, agendas, track attendees, and meeting minutes.
  • Creates and collects information for meetings and produces documents, reports and presentations for the directors
  • Prepares correspondence and communicates with individuals, clergy, parishes, departments, and other external organizations
  • Facilitates hospitality for meetings and visitors
  • May assist in the creation of the draft of agencies budgets; reviews agencies monthly financial statements and reconciles corporate card accounts, prepares A/P expense and P-card coding. Places supply orders, procures services, equipment, and services.
  • Enters data into AOC personnel systems to maintain current information on priests in their personnel files
  • Maintains Priest Corner website
  • Provides support to the Events Team
  • Maintains and updates all IT and telecommunication needs
  • Coordinates as a team member with Intake Program Coordinator and Senior Administrative Assistant for Extern, International Priests, and Religious, and provides coverage as necessa??????ry

Communication/Information

  • Respond appropriately to external inquiries
  • Prepare and edit documents and presentations, collecting and reporting information
  • Creates and maintains archives of correspondence, including priest files and other records that may contain confidential information
  • Attend staff and other meetings related to responsibilities

General

  • Regular attention to continuing education in areas of responsibility
  • Maturity and good judgment as representative of Senior Administrative Assistant of Priest Placement Board and Vicar for Professional and Pastoral Development
  • Spanish oral and written skills a plus

 

Requirements:

  • Education required: Bachelor’s degree or equivalent
  • Experience required: Minimum of seven (7) years in corporate or non-profit setting; three (3) years proficient experience in Senior Administrative position preferred.
  • Skills required: Advanced proficiency in the use of computers, particularly Microsoft Office Suite (including Calendar Invites, Word, Excel, Project, and PowerPoint), internet and email. Knowledge of administrative procedures including managing files, records, mailing lists and databases.
  • Excellent verbal and written communication skills.
  • Spanish and or/Polish oral and written skills a plus.
  • Other required: Superb professionalism; highly organized self-starter with ability to work effectively and proactively with coaching/mentoring; able to prioritize with attention to details and deadlines; ability to interact professionally with clergy and laity of the Archdiocese, Catholic community, and the public; pleasant demeanor and excellent judgment with sense of discretion, confidentiality, and diplomacy

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.

Return to Pastoral Center Job Opportunities