Administrative Assistant

POSITION DESCRIPTION

Position: Administrative Assistant

Department: Office for Lifelong Faith Formation

Reports To: Director

Classification: Non-Exempt

General Description

Provides administrative assistance, social media management, and course building support to the Office for Lifelong Faith Formation to fulfill the needs of Parish catechetical leaders, pastors, Catholic school principals and catechists.

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 and Coordination

• Prioritize workload with consistency according to the current office events and objectives.
  • Prepare notes, reports and filing (both digital and paper files)
  • Handle confidential information in a reliable manner
  • Schedule meetings, conference rooms, and catering
• Assist the Lifelong Faith Formation Office: This includes computer/technology assistance, duplication of correspondence or other printed materials for distribution via regular mail and/or email.
• Provide training for the Secretary and assists the Director in prioritizing the Secretary’s tasks according to the current needs and workload.
• Translate documents, communications, and media as needed.

Office Communication

• Communicate regularly with clergy, lay parish leaders, other Archdiocesan offices, and the public.
• Coordinate with the Communications Office to manage the Office for Lifelong Faith Formation webpage content. This includes but is not limited to the calendar and events content. 
• Promotes office events and programs via email distributions lists, Learning Management System, social media and the office website. 
• Direct calls and emails to appropriate pastoral staff and manages the general lifelong.formation@rcan.org email account. 
• Communicate effectively in both English and Spanish.
• Greet scheduled visitors and conduct them to appropriate area or person.

Office Finances

• Manage the income/deposits, billing, and corresponding data for the Office for Lifelong Faith Formation with the assistance of the Secretary.
• Maintain internal financial records with the assistance of the Secretary.
• Assist the director with the reconciliation of the operational budget on the monthly reconciliation statements and follow up with finance as needed.

Office Events and Programming

• Assist with large format programming, workshops, and meetings throughout the year. This includes frequent programming in the evenings and/or weekends.
• Prepare and duplicate/arrange for duplication of all materials needed for programs of the Office for Lifelong Faith Formation.
• With the assistance of the Secretary - coordinates registration, attendance lists, preparation of supplies and materials, promotion, billing, payments, deposits, reservations, room set-up and catering and on-site assistance for major programs of the Office for Lifelong Faith Formation, including but not limited to New PCL Orientation process, Annual Catechist Convocation, and PCL Winter and Summer Enrichment Days.

Office Data and Records

• Maintain and update various reports / information required by the office and conducts follow- up via phone and e-mail communication with the assistance of the secretary.
• Work directly with the IT Department to maintain the PCL Directory Database. 
• Maintain the PCL email distribution lists and PCL profiles on the learn.rcan.org website.
• Provide direct technological support to PCLs, pastors, administrators and catechists in their use of the learning platform, learn.rcan.org (LMS).

General Office Responsibilities

• Order supply as needed for the office and for office programs. 
• Maintain office and storage areas in order.
• Sort and deliver mail to office staff.
• Other duties as assigned.

Qualifications/Skills

• Practicing Catholic with a knowledge of the Catholic Church’s structure and terminology.
• Computer knowledge: Familiarity with MS Office 365, internet browsers, Google Suites, Canva, Online registration platforms and database software.
• Ability to use office equipment.
• Excellent communication skills and professional demeanor.
• Knowledge of Spanish necessary.
• Sound organizational skills and proficiency to multi-task.

Education and/or Experience (Preferred)

• High School Diploma.
• Business training, college preferred.

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. 08/2026