Job Description

The Respect Life Administrative Office, located in Hollywood, Florida, is hiring a part-time regular Office Assistant. The candidate is responsible for supporting the Office of Respect Life Ministry for the Archdiocese of Miami primarily by providing office operations and clerical support to the Director, and helping the Assistant Director, by providing support to the Pregnancy Help Centers.

The Office Assistant works approximately 32 hours per week and performs all duties and responsibilities in alignment with the mission, vision, and values of the Archdiocese of Miami.

Essential Functions include :

Answers phones and emails, greets visitors.

Provides exemplary customer service to internal and external constituents who contact Respect Life Ministry by phone, email, fax, virtually or in person.

Resolves conflicts and problems, escalating to Director as necessary.

Assists the Director in managing the budget and finances of Respect Life Ministry. In addition, will be responsible for helping in preparing monthly and quarterly FPCN (Florida Pregnancy Care Network) reports.

Prepares and makes bank deposits.

Schedules pick-ups for large deposits.

Inputs donations into the donor database.

Prepares all documents for the Director pending signature.

Assists with client, volunteer, and donor communications upon assignment in multiple mediums, promptly. This includes social media sites, annual reports, e-blasts, gift acknowledgements, invitations, fundraising materials, and monthly bulletins.

Maintains calendar of events, workshops, presentations, and other major events. Works with the Communications Office to post these and others in the media, updating periodically / as needed.

Responsible for posting, editing, and maintaining the social media sites for Respect Life Ministry and its Pregnancy Help Centers, as well as updating the web pages (using GoDaddy).

Tracks client / volunteer / donor relations and communications in all relevant platforms, such as eKyros, and Constant Contact.

Information-gathering and outreach to prospective vendors, donors, and community partners.

Assists Respect Life Ministry with special events, as assigned, including Respect Life Ministry webinars, Open Houses, the March for Life, and in-service workshops.

Compiles and accurately keeps records and maintains strictest confidentiality following Archdiocesan policies and procedures and applicable laws of security.

Completes all tasks assigned by the Director(s) with confidentiality and discretion.

Learns and uses the basic terminology for Respect Life Ministry programs.

Creates, updates, and keeps electronic and hard copy filing systems.

Collaborates with other offices, programs and parishes within the archdiocese.

Helps the Assistant Director with support of the Pregnancy Help Center staff, by placing supply orders, problem solving, and training.

Attends all meetings, aiding in creating agendas, and taking minutes to compile into a report to share with Directors and staff as requested.

Other duties as assigned.

Qualifications :

Minimum : High School diploma or GED and two years of administrative experience in an office environment or equivalent.

Preferred : Bachelor's degree and some office administrative experience, or related experience in a customer-service environment.

Proficiency in MS Outlook, Word, and Excel; PowerPoint a plus.

Good computer literacy, including ability to navigate online applications and search engines effectively, particularly modern platforms like Constant Contact, Survey Monkey, etc.

Intermediate use of social media; Graphic Design a plus.

Type at least 60 wpm with 90 percent accuracy.

Good spelling and grammar required.

Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.

Exceptional time management, including the ability to manage several projects at the same time.

Flexibility to work evenings and occasional weekends, according to programming schedule and events.

Must be a self-starter, well-organized, and able to meet daily, weekly, and monthly deadlines.

Good oral and written English-language skills, including clear speaking voice.

Good oral and written Spanish-language skills, including clear speaking voice.

Haitian Creole communication skills a plus.

Knowledge of basic tenets of Catholic Church and parish structures; supportive of the mission and tenets of the Roman Catholic Church.

Must have a professional demeanor.

Must be able to sit for extended periods at a computer workstation.

Must be able to push and occasionally lift objects weighing 25 pounds.

Must have reliable transportation for business use.