Administrative Assistant

Description

Job Summary: 

The Administrative Assistant is responsible for coordinating administrative functions of the Stewardship and Development Office and of the Catholic Foundation – Diocese of Austin and works directly with all professional staff.  The position reports to the Associate Director of Planned Giving and operates with some latitude for the use of independent judgment and initiative. 

Ministerial Character

The Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him.  In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community.  In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people).  He shares with them the apostolic mission and entrusts various responsibilities to them.  

Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description.  Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church.  

Essential Job Duties:

• As an integral part of your ministry for the Church, support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.

• Act as a witness to Gospel values by modeling the teachings of the Catholic Church.

• Continue to grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

• Provide administrative and operational support primarily to the Catholic Foundation – Diocese of Austin, as well as the Office of Stewardship and Development, the Catholic Services Appeal, and the Bishop’s Office as it relates to donor activities.  

• Prepare and coordinate donor correspondence, acknowledgment letters, invitations, newsletters, mailings, electronic communications, and other stewardship and fundraising materials.

• Coordinate meetings, donor events, luncheons, training sessions, and other activities, including scheduling, registration, logistics, agendas, presentations, meeting materials, and minutes.  

• Coordinate with outside vendors, printers, and mail houses to support fundraising campaigns, events, publications, and donor communications.

• Utilize and maintain the diocesan database, including entering and updating donor information, giving history, household records, and other constituent information to ensure accurate and complete records.

• Generate donor reports, mailing lists, giving histories, and other database reports to support Foundation operations, fundraising campaigns, and stewardship activities.

• Maintain organized and confidential donor, campaign, and Foundation records, including endowment agreements, applications, and supporting documentation.

• Provide administrative support for Catholic Foundation operations, endowment administration, fundraising campaigns, and other stewardship and development initiatives.

• Assist with gift processing, deposit documentation, financial reporting, and budget tracking in coordination with appropriate staff.

• Assist with preparing and maintaining materials, reports, and records for the Catholic Foundation Board and its committees.

• Assist with updating departmental and campaign webpages, social media content, and promotional materials using approved design tools and diocesan branding standards in coordination with the Communications Office.

• Coordinate staff travel arrangements, provide backup reception support, and perform other administrative duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of the structure, mission, and basic teachings of the Roman Catholic Church.

• Working knowledge of stewardship, fundraising, donor relations, and development practices, including gift processing, planned giving, and endowments.

• Working knowledge of constituent relationship management (CRM) systems, donor databases, or comparable relational databases, including data entry, record maintenance, reporting, and data accuracy.

• Ability to learn and effectively utilize the Diocese of Austin's database and related systems.

• Strong computer skills, including proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and related database and reporting tools.

• Knowledge of general accounting practices and financial terminology, with the ability to assist in processing financial records and documentation.

• Ability to prepare accurate reports, maintain organized records, and identify and resolve discrepancies in donor and financial information.

• Excellent written communication skills, including the ability to prepare clear, professional, and accurate correspondence, meeting minutes, and other materials.

• Strong organizational skills, attention to detail, and the ability to manage multiple responsibilities, establish priorities, and meet deadlines.

• Ability to provide excellent customer service and work effectively with clergy, diocesan staff, Foundation Board and Committee members, donors, volunteers, and parish personnel.

• Ability to maintain strict confidentiality and exercise sound judgment when handling donor, financial, and other sensitive information.

• Ability to work independently, follow established procedures, and collaborate effectively with team members.

• Familiarity with Canva or similar design tools, website content management, and electronic communication platforms is preferred.

Minimum Qualifications:

Education and Trainings:

• High School Diploma or GED acceptable to Texas Education Agency.

Experience:

• Two (2) years of full time wage earning experience in administrative support.

Language Requirement:

• English (proficient in conversing, reading, and writing).

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing.

Licenses/Certifications:

• Valid Texas driver’s license.

• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

Working Conditions:

• All employees of the Diocese of Austin are engaged in ministry and closely tied to the Bishop in the exercise of his ministry and obligations to the church. 

• The Diocese of Austin is an at-will employer.

• All buildings and vehicles owned by the Diocese of Austin are tobacco-free.

• Working in a fast-paced environment with priorities and plans that may change rapidly.

• Working on weekends, evenings and some holidays may be required.

• Will be exposed to religious ceremonies, conduct, and speech including Catholic Christian prayer and liturgical celebrations. 

• Will be required to adhere to established dress codes, and conduct standards.

• May be required to use personal or diocesan vehicles to drive to parishes or other off-site locations.

• Traveling within and outside the diocese to meetings and other events may be required, and travel may include overnight lodging.