GENERAL SUMMARY: Responsible for providing all facets of administrative assistance and support to the Congregational Minister and General Council (the “Leadership Team”) to ensure the efficient operation of the Congregation.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

    1. Promote the values of the Sisters of St. Francis (SOSF) by demonstrating behaviors supportive of a commitment to reverence, service and stewardship, including respect and involvement, teamwork, open and effective communication, and efficient and effective resource use.  Adhere to SOSF policies, procedures and objectives.  Exhibit professional attitude in attire, workspace and interpersonal communications.
    1. Provide confidential administrative/secretarial support to the Congregational Minister and the General Council.
    1. Coordinate meetings and maintain calendars, prepare letters and memos, answer phone calls, greet visitors arriving for appointments with the Congregational Minister, file, sorts the Congregational Minister’s mail, manage e-mails, facilitate the Congregational Minister’s mailings and when assigned, facilitate the distribution of the Leadership Team’s mailings. (Both printed copies and email distributions).
    1. Coordinate travel arrangements for the Leadership Team, to include scheduling, preparing itineraries and assisting in acquiring travel documents (passports and visas).
    1. Help maintain electronic versions of Congregational files, to include policies and procedures, personal, professional and academic records for the Sisters and the membership database.
    1. Maintain and update internal personal directory for the Sisters annually for Congregation-wide mailings and notifies appropriate personnel of any changes. Compose and maintain email distribution lists for Sisters, Associates and Friends who receive emails from the Administrative Office.  Assist the Communications Department on the Sisters’ annual membership directory.
    1. Calculate monthly campus census report and average age report utilizing Access Software and distributes accordingly.  Maintain information on census for reports due to Rome and to the Diocese of Toledo.
    1. Follow protocol/procedure list when a Sister of the Congregation dies.
    1. Copy, collate and facilitate production of materials needed for Congregational meetings and conferences.
    1. Update M-W-F hotline/e-mail messages as needed; send out Leadership Team Updates as scheduled.
    1. Initiate and review the work schedule for the Administrative Receptionist after review with the Congregational Minister.
    1. Supervise the work of the Administrative Receptionist.
    1. Utilize the assistance of the Secretarial Assistant, the Administrative Receptionist, and/or volunteer(s) on a project basis. Provide coverage for the Secretarial Assistant and Administrative Receptionist in her/his absence and vice-versa.
    1. Accept, promote and espouse the values, charism and mission of the Sisters of St. Francis.
    1. Adhere to the Sisters of St. Francis policies, procedures and objectives, including respect and involvement, teamwork, open and effective communication and efficient and effective resource use.
    1. Maintain confidentiality.
    1. Work independently and, at times, under pressure.
    1. Exhibit professional attitude in attire, working space and interpersonal communications.

SKILLS AND ABILITIES REQUIRED: 

1. Ability to maintain confidentiality and work with minimal supervision.

2. Proficiency in software packages that create standard documents and reports (MS Office, etc.)

3. Strong organizational skills with the ability to prioritize projects and manage workload.

4. Proven ability to work under strict deadlines and adapt to schedule variations.

5. Excellent telephone and customer-service skills to screen calls and respond to internal and external callers in an appropriate manner.

6. Exceptional oral and written communication skills.

7. Ability to read and comprehend information easily from a variety of sources.

8. A proactive approach to problem-solving with a demonstrated ability to recommend/develop solutions to challenges.

9. Strong attention to detail.

10. Willingness to be a team player and work with the Congregation Leadership Team on duties and projects as necessary.

WORKING CONDITIONS: 

Normal office environment with frequent disruptions and deadlines.

QUALIFICATIONS:

  1. Minimum of Associate’s degree in Business Administration, Secretarial Technology or a related field.  Preferred Bachelor’s degree in Business Administration or related field.
  1. Minimum of five years office experience required.  Preferred five or more years administrative experience supporting senior level executives in a team-oriented environment.
  1. High degree of computer proficiency utilizing Microsoft Office Suite, with particular emphasis on spreadsheet and graphic programs as well as Adobe Acrobat and social media platforms.