Description

Location: Assumption Seminary

Reports to: Director of Operations

FLSA Status: Non-exempt

Work Schedule: Monday through Friday, 8:00 am – 5:00 pm, occasional special events (weekends and evenings as needed)

Summary: The Hospitality and Operations Coordinator will support the Assumption Seminary offices by performing a variety of hospitality and operational tasks. The coordinator will also support and coordinate a variety of functions and projects necessary for the successful operation of the seminary.

Requirements

Position Responsibilities:

Administrative and Operational Support

• Provide administrative support to the Director of Operations in a variety of areas, including filing sensitive information, record keeping, overseeing work orders, assistance with Seminary projects, maintaining and updating standard operating procedures, and streamlining daily operations.
• Ensures efficient use of resources, draft letters, correspondence, memos, charts, documents, as needed. 
• Greets all incoming guests of the Seminary, including seminarians and lay personnel.
• Schedule calls, meetings, reserve conference rooms, and maintain guest rooms.
• Provide backup support to the Communications and Outreach Coordinator (as needed) to serve as coordinator of seminary events (such as luncheons and receptions associated with the Rite of Candidacy and Rites of Lector and Acolyte, board gatherings, and similar internal/external functions) creating invitations, managing RSVPs, and organizing venue and catering details. 
• Oversee events from inquiry through event’s end in coordination with the Director of Operations and Communications and Outreach Coordinator.
• Provide administrative support for operations, to include preparing cash collection sheets, invoices, process check requests, submitting payments, and processing reimbursements.
• Serve as the Receptionist to include receiving, screening, and managing all incoming calls, mail, and bulk deliveries (USPS, FedEx, UPS, Amazon, et al.)
• Performs administrative and clerical support tasks.

Other:

• Adhere to safety training and protocols daily and take precautionary measure to ensure the safety and well-being of self, others. 
• Protect the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adhere to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Take a solution-oriented approach in all interactions and undertakings, including being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Perform other duties as assigned. 

Minimum Qualifications: 

Education

• High School diploma, or equivalent;
• Associate’s degree in related field or additional relevant experience in lieu of degree.

Experience

• Minimum of three (3) years of working in an office environment providing customer service and administrative support. 

License and Credentials

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills: 

• Working knowledge of all Microsoft Office programs, SharePoint, and Adobe Acrobat Pro;
• Bilingual in English & Spanish;
• Practicing Catholic or familiarity with the Catholic Church preferred
• Basic understanding of receptionist and clerical procedures and systems such as recordkeeping and filing;
• Excellent organizational, interpersonal, and customer service skills;
• Must be detail-oriented, organized, efficient time management, self-motivated, work well independently and on a team;
• Must have strong written and verbal communication skills
• Ability to write reports, develop correspondence, and memos from draft, copy or dictation.
• Ability to speak effectively and respond to questions from diverse audiences, including stakeholders, and the general public; 

Travel Requirements: 

Travel requirements for the position includes up to 5% local and 0% overnight. 

 Archdiocese of San Antonio is an Equal Opportunity Employer.