Office Manager - CCM

Description

SUMMARY

The Office Manager supports Catholic Campus Ministry (CCM) operations by performing the more sensitive, difficult and complex office functions, as well as handling the administrative support functions for the CCM office and staff.

The Diocese of Orlando four core values lay the foundation for the work performed by employees.

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living.

2. Respect: Affirming each person’s God-given dignity and uniqueness.

3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.

4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

The following duties and functions, as outlined herein, is intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Administrative Responsibilities

• Maintains office services by organizing operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions;
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Oversees      inventory of office supplies and maintenance contracts for office machines.
• Designs and implements office policies by establishing standards and following diocesan procedures; measuring results against standards; making necessary adjustments.
• Processes financial transactions and maintains documentation according to diocesan procedures and guidelines.
• Supervises counting and processing of Sunday collection. 
• Manages donor records and data entry. 
• Completes operational requirements by scheduling and assigning interns; follows up on work results.
• Establishes office record-keeping systems. This includes providing historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Professionally communicates and interacts with staff members, building management team (Northview), and diocesan officials.
• Assists Director with development initiatives by overseeing annual appeal, fundraising drives and managing donor follow-up. 
• Maintains external communications with students and supporters by updating website and assisting in content creation for posts, newsletters and appeals.

Facilities Management Responsibilities

• Managing use of space and notifying director of maintenance/repairs needed.
• Solicits estimates and bids from contractors to share with Director and Diocesan offices.
• Establishes and monitors preventive maintenance programs.
• Coordinates security measures to protect property and personnel.

Additional Responsibilities

• Attends Diocesan required meetings and workshops.
• Provides general office support as needed. 
• Performs additional projects as required by the Director of Campus Ministry.

Requirements

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, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese. 

EDUCATION and/or EXPERIENCE

Bachelor’s degree in Business Administration or related field preferred and/or equivalent experience. Five (5) or more years of business experience in a related field. Demonstrated knowledge of office management responsibilities, systems, and procedures. Working knowledge of Microsoft Outlook, Word and Excel. Experience with SquareSpace and DonorPerfect online platforms, as well as Paylocity and QuickBooks software a plus.

OTHER SKILLS and ABILITIES

• A high level of organizational and interpersonal skill is required. 
• Ability to pay attention to detail and work well with others is required. 
• Must have the ability to manage and to present oneself professionally.
• Ability to communicate effectively with verbally and in writing. 
• Ability to effectively communicate with CCM community. Confidentiality is essential.
• Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
• Ability to define problems, collect data, establish facts, and draw valid conclusions. 

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available occasionally in the evening and weekends, as needed. Performs extensive computer work. 

PHYSICAL REQUIREMENTS

The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds). 

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.