What are the responsibilities and job description for the Bilingual-Administrative Assistant II-Mental Health Ministry position at Diocese of Phoenix Diocesan Pastoral Center?
Description
· Administrative Support: Provide administrative support to the Director of Mental Health Ministry and other staff members as needed. This includes managing correspondence, scheduling appointments, coordinating meetings, and maintaining accurate records.
· Communications: Serve as a primary point of contact for inquiries related to the Mental Health Ministry. Answer phone calls and emails, respond to inquiries promptly, and redirect communications as appropriate.
· Data Management: Maintain and update databases, spreadsheets, and other documents related to mental health programs, events, and participants. Ensure data accuracy and confidentiality at all times.
· Event Coordination: Assist in the planning, coordination, and execution of mental health workshops, seminars, and other events. This includes managing logistics, sending invitations, tracking RSVPs, and providing on-site support during events.
· Resource Management: Coordinate the procurement of office supplies, equipment, and materials for the Mental Health Ministry. Monitor inventory levels, place orders as needed, and ensure that resources are utilized efficiently.
· Financial Administration: Support budget management by tracking expenses, processing invoices, and reconciling financial records. Work closely with the finance team to ensure compliance with financial policies and procedures.
o Documentation and Reporting: Prepare and distribute reports, presentations, and other documents as required by the Director of Mental Health Ministry or other stakeholders. Compile data and statistics for reporting purposes.
o Collaboration: Collaborate with other departments, ministries, and external partners to promote mental health awareness and support initiatives within the diocese. Build and maintain positive relationships with stakeholders.
Requirements
· High school diploma or equivalent; additional qualifications in office administration or a related field are preferred.
· Practicing Roman Catholic in full communion with the Church.
· Proven experience in an administrative support role, preferably in a nonprofit or religious organization.
· Complete understanding of how to maintain the highest level of confidentiality within the Office of Mental Health Ministry and the entire Diocesan Mental Health Ministry Teams.
· Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
· Excellent communication skills, both written and verbal, with a professional and courteous demeanor.
· Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications.
· Attention to detail and accuracy in data entry, record-keeping, and documentation.
· Ability to work independently with minimal supervision and as part of a collaborative team.
· Sensitivity to the issues surrounding mental health and a commitment to supporting the ministry's mission.
· Maintain strict confidentiality of the Office of Mental Health Ministry and Diocesan Mental Health Ministry Teams.
· Bilingual, Spanish-speaking.