Administrative Assistant II-Office for Marriage, Family Life and Spirituality

Description

Purpose and Scope 

To support the mission of the Diocese of Phoenix, this position provides comprehensive administrative support aligned with the daily functions of the Office of Marriage, Family Life, and Spirituality. The role is responsible for ensuring the efficient logistical management of the office and assisting the Director, the Marriage Preparation Coordinator (serving both English- and Spanish-speaking communities), and the NFP Coordinator. This position is essential to the smooth operation of the office and plays a key role in advancing the Diocese’s mission of fostering strong, faith-filled marriages and family life. 

Essential Job Functions 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

General Administrative 

· Manages communications on behalf of the Director and MFLS Coordinators, including phone calls, emails, and internal inquiries and ensure timely follow-up. 

· Welcomes and assists visitors, offering hospitable and informative experience aligned with the mission of the office. 

· Prepares and distributes correspondence, meeting minutes, forms, and reports; manage incoming and outgoing mail, memos, and invoices. 

· Maintains accurate filing systems for both physical and digital records; ensure confidentiality and proper handling of sensitive information. 

· Coordinates logistics for diocesan events and in-person classes, including hospitality, reception, and material setup. 

· Tracks and reports basic financial elements (fees, material costs, stipends) under the Director’s supervision; assist with credit card reconciliation and reimbursements. 

· Supports budget preparation by providing financial summaries, monitoring event expenses, and maintaining clear financial records. 

· Collaborates with MFLS staff to maintain inventory, communicate supply needs, and assist in budget planning. 

· Assists with travel and lodging arrangements for staff and guest speakers. 

· Assists in setting up events, maintaining files and preparing reports. 

· Manages online tools and databases for communication, registration, and internal coordination. 

· Provides general support across office programs, ensuring smooth administrative operations and consistent communication flow. 

· Provides administrative support for NFP office events, ensuring smooth coordination and execution at the discretion of the Director. 

· Collaborates with the NFP Coordinator to design and distribute monthly communications (e.g., Flocknote newsletter) to instructors and the broader community; assist with additional outreach as needed. 

Technical and Systems Support 

· Uses digital tools (e.g., spreadsheets, databases, online forms, and virtual platforms) to support event registration, communication, and recordkeeping. 

· Maintains accurate program records and databases related to marriage, family life, and spirituality. 

· Coordinates website content and basic social media updates in collaboration with the Director; assist in managing online outreach as needed. 

· Supports the designs and dissemination of digital promotional materials for ministry programs and events. 

Professional Development 

· Participates in ongoing training and professional development opportunities to enhance administrative skills and ministry knowledge. 

Stays informed about current best practices and resources in the areas of Marriage, Family Life, Spirituality, and Natural Family Planning. 

Requirements

 Additional Job Functions 

· This job description reflects management's assignment of essential job responsibilities; it does not prescribe or restrict the tasks that may be assigned. All the duties and standards within this job description will be performed according to the established Diocesan policies, procedures, and guidelines. 

Minimum Qualifications 

· Associate degree or bachelor’s degree in administrative assistant or similar field preferred. 

· Well versed in the Catholic Church teaching on moral Catholic sexuality including Her teachings on contraception. 

· Strong organizational and time-management skills. 

· Excellent communication and interpersonal skills. 

· Willingness to learn and receive training in administrative and program-related tasks. 

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 

· Ability to manage multiple tasks and prioritize effectively.  

· Strong attention to detail and accuracy. 

· Ability to maintain confidentiality and handle sensitive information. 

· A positive attitude and a strong commitment to providing excellent service. 

Preferable Qualifications 

· Previous experience in an administrative or support role, preferably in a non-profit or religious organization. 

· Working knowledge of Natural Family Planning and Diocesan Marriage Preparation processes to better serve clients. 

· Familiarity with and acceptance of the Catholic Church's teachings and practices related to marriage and family life and natural family planning. 

· Experience with database management, financial software, and event coordination. 

· Bilingual proficiency in English and Spanish (written and spoken). 

· Knowledge of office equipment, and basic troubleshooting skills. 

Work Environment 

· This job operates in a professional office environment. 

· This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands 

· This position is primarily a sedentary role, however it also involves light to moderate physical activity, including lifting files, opening filing cabinets, pushing carts with materials or equipment, supervising food service, and supporting event setup and breakdown—which may require standing, bending, or other movement. 

Other Duties 

· Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.