Administrative Assistant, Department of Faith Formation

JOB TITLE: Administrative Assistant, Department of Faith Formation & Office of the Permanent Diaconate

REPORTS TO: Archdiocesan Director of Faith Formation & Coordinator of the Permanent Diaconate

FSLA: Full time; Non-Exempt Employee

GENERAL SUMMARY: The Administrative Assistant provides comprehensive administrative and program support to the Archdiocesan Director of Faith Formation and Coordinator of the Permanent Diaconate. The position supports the day-to-day operations of the Department of Faith Formation and the Office of the Permanent Diaconate, including Archdiocesan faith formation programs, liturgies and events, the Archdiocesan Conference, and permanent diaconate ministry and formation. Working under the direction of the Director and in collaboration with other staff, the Administrative Assistant helps ensure that communications, records, schedules, events, formation activities, and office processes are organized, accurate, timely, and responsive to the needs of parishes and the Archdiocese.

ESSENTIAL JOB FUNCTIONS:

General Administrative and Office Support

• Regular and reliable attendance.
• Manage the Director's calendar and support departmental meetings and events, including scheduling, agendas, materials, facilities, hospitality, and follow-up.
• Receive and respond to routine telephone calls, email, correspondence, visitors, and requests for information, referring matters to the appropriate staff member as needed.
• Prepare, edit, proofread, format, and distribute correspondence, reports, presentations, forms, publications, and other departmental materials and communications.
• Maintain departmental records, databases, confidential files, mailing lists, project trackers, deadlines, and required documentation.
• Provide routine financial and office support, including monitoring budgets and expenditures, obtaining quotes, coordinating with vendors, purchasing approved supplies, and maintaining office resources.
• Perform other duties of a similar nature and level of responsibility as assigned.

Faith Formation Support

• Serve as an administrative point of contact for parish catechetical leaders (PCLs) and other parish personnel, responding to routine inquiries and preparing and distributing departmental communications.
• Provide administrative and logistical support for PCL meetings, catechetical formation, workshops, retreats, Archdiocesan liturgies, and other Faith Formation programs and events, including scheduling, registration, materials, hospitality, and follow-up.
• Support the Assistant Director for Adult Faith Formation with the administrative needs of catechist formation and certification and other assigned initiatives.
• Support the Archdiocesan Conference Director in planning and executing the annual Archdiocesan Conference, including communications, registration, materials, logistics, vendors, and volunteers.
• Prepare and produce visually effective materials, including presentations, flyers, signs, worship aids, and other resources, using approved content and branding; assist with art, environment, and event setup as directed.

Permanent Diaconate Support

• Maintain, organize, update, and assist in restoring personnel and ministry records for permanent deacons, following up on required documentation as directed.
• Receive, organize, track, and maintain confidential application, admissions, and formation records for prospective and current members of the Permanent Diaconate formation program, reviewing files for administrative completeness according to established requirements.
• Coordinate scheduling and logistics for meetings with current deacons, applicant interviews, admissions activities, formation weekends, retreats, evaluations, and other Diaconate activities.
• Prepare and distribute routine communications and logistical information to deacons, wives, applicants, aspirants, candidates, pastors, formation personnel, and other stakeholders.
• Provide administrative, records, hospitality, and logistical support for the Diaconate Formation Team, formation weekends, retreats, and social or spiritual events for deacons and wives.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• High school diploma or equivalent plus relevant experience; completion of an approved Archdiocesan certification program (such as a University of Dallas Certificate in Pastoral Ministries) or a bachelor’s degree in theology, pastoral ministry, religious education, education, business/administration, communications, or a related field highly preferred.
• Minimum of 2-3 years of successful administrative, office, parish, diocesan, Catholic education, nonprofit, program, or event-support experience preferred.
• Practicing Catholic in full communion with the Catholic Church, with knowledge of Catholic teaching and commitment to the mission of the Church.
• Bilingual proficiency in English and Spanish REQUIRED.
• Excellent organizational, interpersonal, written communication, editing, proofreading, and attention-to-detail skills.
• Strong technology skills, especially Microsoft 365, with the ability to learn databases, online forms, registration systems, and other ministry technology; graphic design or visual communication skills strongly preferred.
• Ability to manage multiple priorities, work collaboratively, take initiative within assigned responsibilities, maintain confidentiality, and recognize matters requiring referral to a supervisor.
• Knowledge of parish and diocesan structures and Catholic ministry preferred.
• Ability to work effectively with clergy, parish leaders, employees, volunteers, deacons and families, applicants, vendors, and the public.
• Ability to successfully complete required background checks, fingerprinting, Safe Environment Training, and other Archdiocesan requirements; valid Nevada driver's license and ability to travel as needed.

WORKING CONDITIONS:

This position is located in the Archdiocese Catholic Center. Work hours are typically from Monday to Friday, 8am to 4pm, but may require a shift to accommodate occasional evening and weekend availability to support Archdiocesan events and activities. This position requires sitting and standing for extended periods of time, computer work, stooping, reaching and occasionally lifting up to 50 pounds. Driving required to support events as needed.

DISCLAIMER ABOUT DUTIES AND RESPONSIBILITIES:

This job description provides a general overview of the duties and responsibilities associated with the position, but it is not an exhaustive list of all tasks and qualifications required. Other duties of similar nature or level of difficulty may also be required. You should be aware that your employment with the Archdiocese of Las Vegas constitutes AT WILL employment. As a result, both the Archdiocese and you are free to terminate the employment relationship at any time. This description is not intended to create a contractual agreement and is subject to change. For further information, please refer to the Archdiocese of Las Vegas Employee Handbook as the governing document for all employee matters.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Are you a practicing Catholic with knowledge of Catholic teaching and commitment to the mission of the Church? Reply YES or NO. (If YES, feel free to add pertinent related information.)

Experience:

• Administrative: 3 years (Preferred)

Language:

• English and Spanish (Required)

Ability to Commute:

• Las Vegas, NV 89109 (Required)

Ability to Relocate:

• Las Vegas, NV 89109: Relocate before starting work (Required)

Work Location: In person