SUMMARY:

The purpose of the position is to provide administrative and clerical support to the Leadership Team and Central Office directors and to serve as receptionist.

ESSENTIAL FUNCTIONS:

· Provides office support for the directors in the Central Office, making sure it is completed in a timely, neat, professional, and accurate manner including drafting correspondence, sending out meeting agendas and minutes, and providing copies of materials for meetings.

· Greets and welcomes guests, directing visitors to the appropriate person and office.

· Answers, screens, and forwards incoming phone calls to the appropriate person.

· Prepares, tracks, and monitors Central Office budget.

· Serves as Notary Public for the organization.

· Assists Leadership Team by providing and distributing printed materials for Sisters at Aquinata Hall and Marywood.

· Assists Executive Assistant with Congregational events by creating Google registration forms, collecting and organizing RSVP information, and collaborating with food service and environmental services.

· Keeps Congregational records accurate and up to date.

· Coordinates funeral arrangements, including biography and obituary.

· Accumulates prayer requests and sends out. Also shares with the Communications Director for Wednesday’s Community Ways publication.

· Prepares congregational mailings not connected to Advancement.

· Responds to and resolves administrative inquiries and questions.

· In collaboration with Executive Assistant, coordinates employee engagement events including Christmas party, Appreciation, and Socials.

· Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.

· Maintains filing systems as assigned.

· Maintains office supplies, monitors postage and copiers, and coordinates maintenance of office equipment.

· Works well with a diverse population including people who are elderly.

· Represents the Congregation with a high degree of professionalism in internal and external communications.

· Works well independently and as part of a team.

· Handles confidential and sensitive matters with the greatest discretion.

· Excellent project management and analytical skills, with strong attention to detail and problem solving.

· Highly organized and efficient

· Excellent communication skills (written and verbal).

QUALIFICATIONS:

· Associate’s degree required.

· Three to five years of experience in an administrative role.

· Proficient in Microsoft Office Suite, Zoom, Google Forms, or similar software with the ability to learn new or updated software.

PHYSICAL REQUIREMENTS:

· Prolonged periods sitting at a desk and working on a computer.

· Must be able to lift up to 15 pounds at times.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person