What are the responsibilities and job description for the Administrative Assistant position at Diocese of Houma-Thibodaux?
Administrative Assistant – Office of Worship
The Diocese of Houma-Thibodaux is seeking a dependable, organized, and detail-oriented Administrative Assistant for the Office of Worship. This position provides administrative and event support to the Office of Worship and assists with the coordination of diocesan liturgies, programs, communications, and special events.
Essential Duties & Responsibilities
Administrative Support
The ideal candidate should possess:
The Diocese of Houma-Thibodaux is seeking a dependable, organized, and detail-oriented Administrative Assistant for the Office of Worship. This position provides administrative and event support to the Office of Worship and assists with the coordination of diocesan liturgies, programs, communications, and special events.
Essential Duties & Responsibilities
Administrative Support
- Receive and manage Office of Worship communications by phone and email.
- Respond to routine inquiries when appropriate and direct other communications to the Director or appropriate staff member.
- Manage and maintain the Office of Worship calendar.
- Serve as a communication link between the Office of Worship and other diocesan offices, including the Communications Office, Bishop’s Office, Vocations, Permanent Diaconate, parishes, ethnic ministries, and other departments involved in diocesan events.
- Assist with the planning and coordination of annual diocesan liturgies and other Office of Worship events.
- Serve as registrar for designated diocesan events, including:
- Marriage Anniversary Celebration
- Diocesan Service Awards
- Parish and Diocesan Confirmation celebrations
- Diocesan training for Extraordinary Ministers of Holy Communion (EMHCs), Lectors, and Altar Servers
- Create, organize, maintain, and report information collected through online registration forms.
- Create and distribute promotional materials to parishes, including bulletin announcements and pulpit announcements.
- Assist with the creation of event programs.
- Coordinate with individuals, committees, parishes, and event locations to arrange liturgical ministers, including readers, gift bearers, and altar servers.
- Work with the Director and other staff to prepare programs for diocesan liturgies and events.
- Collect and/or transcribe prayers, readings, and other liturgical texts.
- Gather graphics and other materials needed for music and event programs.
- Coordinate with communities and individuals to obtain event-specific information for inclusion in programs.
- Print, prepare, and deliver completed programs to event locations.
The ideal candidate should possess:
- Strong organizational skills and attention to detail.
- Effective written and verbal communication skills.
- Ability to manage multiple projects, deadlines, and events simultaneously.
- Ability to work collaboratively with diocesan offices, parishes, clergy, staff, volunteers, and community members.
- Proficiency with Microsoft Outlook and Google Calendar.
- Proficiency working in cloud-based environments such as Google Drive and Microsoft OneDrive.
- Proficiency with standard office software, including Microsoft Word, Microsoft Excel, and Google Docs.
- Experience with or proficiency in desktop publishing and design programs such as Adobe InDesign and Canva.
- Ability to maintain professionalism and confidentiality while representing the Office of Worship and the Diocese of Houma-Thibodaux.