Administrative Assistant

POSITION DESCRIPTION

Position: Administrative Assistant (Part-Time)

Department: Office for Family Life Ministry

Reports To: Director

Classification: Non-Exempt

General Description

The Office for Family Life Ministry seeks a highly organized and detail-oriented Administrative Assistant to provide administrative and operational support for our family life initiatives. This position supports programs, trainings, and events that strengthen marriage, family life, parenting, and intergenerational faith practices throughout the Archdiocese of Newark. The Administrative Assistant will help with some of the day-to-day functioning of the office through effective communication, event support, record keeping, and administrative coordination.

Specific Duties/Responsibilities

The following specific responsibilities are representative of the duties required in this position. They may be unilaterally but reasonably changed based on the working environment and departmental needs.

Administrative Support

• Manage office email correspondence.
• Maintain registration records and email lists.
• Prepare correspondence and meeting materials.
• Assist with data entry and record management for marriage surveys, ministry programs, and events.

Event and Program Support

• Assist with registration and participant communication for workshops, retreats, Masses, conferences, and other family life events.
• Prepare attendance lists, evaluations, and event materials.
• Coordinate logistics with parishes, vendors, speakers, and volunteers as needed.
• Track registrations and compile participant data and reports.

Communications

• Assist with the preparation and distribution of newsletters, promotional materials, and event announcements.
• Update and maintain email lists.

Financial and Operational Support

• Process invoices, reimbursement requests, and purchase orders in accordance with Archdiocesan policies.
• Maintain records of program expenses and registrations.
• Assist with inventory and ordering of office and event supplies.

Other Duties

• Provide general administrative support to the Director and Office staff.
• Assist with special projects and initiatives that advance the mission of family life ministry.
• Perform other related duties as assigned.

Qualifications/Skills

Required

• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and Canva.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks independently and meet deadlines.
• Commitment to maintaining confidentiality and professionalism.

Personal Characteristics

• Welcoming and service-oriented.
• Strong interpersonal skills and ability to work collaboratively.
• Reliable, proactive, and self-motivated.
• Supportive of the mission and values of the Catholic Church.

Education and/or Experience (Preferred)

• High school diploma or equivalent.
• Minimum of two years of administrative experience.
• Experience working in a parish, diocesan office, nonprofit, or faith-based organization.
• Familiarity with event registration platforms and database management.

Physical Demands

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Rev. 07/2026