ILM Administrative Assistant II, Office of Discipleship Formation and ILM, Chancery

POSITION SUMMARY:

The ILM Administrative Assistant II, under the supervision of the Director of Discipleship Formation and the Institute for Leadership in Ministry (ILM), provides administrative assistance and support to the ILM programs in the following areas: ILM student homework assignments collection and reports, faculty and student evaluations, attendance tracking, billings and payments. Also, provides website support to the Office of Discipleship Formation and ILM.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING (and other duties as assigned):

ILM Students’ Attendance and Homework Assignments Tracking

o Create and manage multiple databases: current students, graduates, withdrawn students, class lists.

o Update Attendance Spreadsheets marking absences and any other remarks for records.

o Keep records of received students’ assignments and send homework assignments to instructors for evaluation.

o Process the assignments evaluated by the instructor, maintain students’ folders with copies, and return original evaluated homework assignments.

o Communicate with students via email on missing assignments.

o Maintain the student portal including documents for students to see their missing assignments.

o Make a periodic report to Director when students are behind in completing two or more homework assignments.

o Update the spreadsheets for Homework, Evaluations & Attendance weekly

o Assist in compiling, processing, and mailing each student report to the corresponding pastor.

o Schedule appointments between students and director.

ILM Students’ Faculty Evaluation Tracking:

o Maintain and support the ILM instructor Wednesday and Saturday evaluations on Google Forms.

o Keep records of submitted evaluations.

o Send periodic emails to students who are behind their evaluations.

o Maintain the student portal for students to see their missing evaluations

o Compile evaluation reports for instructors.

Finances and Operations

o Process invoices; prepare check requests, and one-time payment requests for faculty stipends.

o Prepares payment request for purchases.

o Process student tuition billings to parishes and individuals.

o Track scholarships by parish/individual.

o Collect payments and prepare deposits.

o Consolidate credit card transactions.

o Update ILM/ALL applications, students, and faculty forms.

o Perform reception and telephone duties for ILM office.

o Provide secretarial support to the director as needed.

Website maintenance

o Maintain Office of Discipleship Formation and ILM diocesan public webpages and internal webpages on The Vine.

o Update the Student Portal for all classes.

o Download and file Zoom recordings from sessions as needed.

Other duties and Responsibilities

o Oversee volunteers to prepare student summer mailing packets.

o Oversee volunteers to prepare Textbooks bags and materials.

o Assist ILM Coordinator contacting and coordinating volunteers for major ILM events.

o Assist the Department for Evangelization on special projects.

o Act as an emergency backup to the ILM Coordinator to handle Wednesday evening or Saturday sessions.

o Attend Wednesday and Saturday sessions as needed to keep good communication with students.

REQUIRED SKILLS/ABILITIES:

• Ability to work under the supervision of the Director of Discipleship Formation and ILM.

• Ability to work in collaboration with the ILM Coordinator and Admin. Assistant II for the Vietnamese track.

• Ability to work collaboratively and cross-functionally with all departments and offices in the Chancery offices.

• Ability to write emails and reports.

• Ability to work with Excel spreadsheets, update/data entry, and file organization.

• Fluently speaking, reading, and writing English and Spanish

• Must be able to work effectively with both faculty and students.

• Must interact with many internal and external groups: Chancery personnel, pastors, parish staff, and volunteers.

• Must be sensitive to, respectful of, and proficient in a multicultural environment.

• Possess an awareness of and a commitment to service.

• Must exercise discretion and maintain complete confidentiality.

THIS POSITION SUPERVISES: N/A

QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, ability or physical demands required. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience:

Bachelor’s degree preferred with a minimum of 2-3 years administrative experience or equivalent combination of education and experience. In addition, experience in working in ministries and an understanding of the Roman Catholic Church structure and ministry.

Language Skills: Fluently speaking, reading, and writing English and Spanish. Excellent interpersonal and communication skills in English and Spanish. Ability to translate documents from English to Spanish.

Reasoning Ability: Requires problem solving, decision making, ability to see cause and effect, and forecasting.

Technical Skills: Microsoft Office 365, Google Drive, Adobe Suite, WordPress, or other website software.

Certificates, Licenses, Registrations:

Physical Demands: While performing the duties of this job, the employee is regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects and talk or hear. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. May need to work on 1 or 2 weekday evenings and/or Saturdays each month.

Physical Environment: While performing the duties of this job, the employee will work in an individual office. The offices are situated next to one another. The space is wheelchair accessible.

Working Conditions: The employee must be able to work collaboratively, share responsibilities, and multi-task. The employee is expected to work evenings and some weekends as needed.

Other Requirements:

• Must be a practicing Catholic.

• Ability to articulate and communicate the vision, mission, and philosophy of the Diocese of San Jose.

• An eagerness to collaborate with colleagues.

• Ability to build professional trust.

• Adept at collecting, analyzing, and responding to multiple forms of data.

• Ability and willingness to operate with a complex, culturally and economically diverse environment, including a multicultural work force

Salary Range: $23.00- $27.00 per hour

How to Apply: Interested candidates must submit a cover letter and resume