Administrative Assistant to Christian Life

Department:              Christian Life

Supervisor:                Director of Christian Life

Status:                        Full Time, Non-Exempt

Hours / Schedule:     Monday – Friday, 8:30AM to 5:00PM, 12 months a year                                            

PURPOSE OF POSITION

Support The Basilica of Saint Mary’s vision, mission and values in its caring, justice, outreach, hospitality, and employment ministries by providing administrative, communications and data entry support to the Christian Life Department Director and team members.

SCOPE OF POSITION 

• Reports to and takes direction from the Director of Christian Life.
• Work assignments also come from Christian Life team members.
• Responsible for recruiting, training, and supervising Christian Life office volunteers.

PRIMARY FUNCTIONS AND MAJOR ACTIVITIES

1. Anticipate, plan, promote and implement communications for Department activities and events in a timely and effective manner.

• Participate in Basilica Communications Team representing Christian Life Ministries.
• Collect information from Team about upcoming events and activities.  Plan both digital and other communications, lay out timelines and needs for invitations, web event set-up, registrations, digital posts, and follow-up reminders.
• Format and edit weekly Bulletin pages.  Work with Director of Communications to prepare content for pulpit announcements, e-newsletters, e-blasts, print newsletters and bulletins, display board, and social media posts.  Circulate drafts for proofing and submit on deadline.  Develop print promotional pieces as needed.
• Make timely updates to department pages and events on mary.org website and manage event registrations.
• Assist with management of Zoom virtual events, and post videos.
• Annually prepare data and copy for The Basilica’s Annual Report to the parish including statistics on Christian Life activities and St. Vincent de Paul assistance.

2. Provide administrative and clerical support to the Christian Life Director and team to maintain systems and processes.

• Serve as first contact for questions and provide a quick response if follow-up is needed. Refer requests as needed to Christian Life staff.
• Maintain electronic and paper filing system, order supplies, and manage day to day Christian Life office workflow.
• Plan, organize and prepare for meetings, activities and events including scheduling rooms, equipment, and zoom on Basilica Outlook calendars. Order food and submit room setups. Prepare, distribute any materials, meeting invitations, reminders, agendas and follow-up notes.

• Review monthly department budget and financial statements with Director. Add accounting codes and provide receipts for department credit card statement.
• Update RE database accurately, efficiently and in a timely manner.
• Develop expertise in RE system’s functionality and maintain Basilica’s data entry standards. Prepare queries, lists, reports and emails and print mailings for department staff. Create and update events and volunteer data.

• Recruit, train and supervise volunteers to assist with mailings, clerical and program support, and data entry.  Coordinate clerical projects with Rectory Receptionists and Hospitality volunteers.

3. Provide accurate and timely administrative clerical and training support to the St. Vincent de Paul Ministry (SVdP) staff and volunteers.

• Maintain the SVdP voicemail and notify partners when changes are needed.  Forward SVdP messages to appropriate staff members.
• Oversees SVdP identification (ID) ministry.   Work with volunteers, Hennepin County and Agate Housing & Services staff to provide ID services.  This includes Access database entry, reconciling redeemed vouchers to database, and preparing check requests for payment to Hennepin County and Agate Housing & Services.
• Ensure items needed for SVdP Ministry daily Outreach and Side by Side Saturdays are available - such as Washing For Wellness Items, and Bus and Gas Cards.
• Anticipate, track and submit check requests as needed for other SVdP ministry support.
• Work with accounting staff to keep SVdP supply inventory replenished and reconciled and submit check requests for timely payment.  Support annual parish audit by obtaining sufficient documentation for all SVdP check requests.
• Support and assist SVdP volunteers through ongoing Access and program training.  Maintain Access SVdP training instructions and keep them current and up to date for volunteer training classes.
• Serve as SVdP database administrator for Access with external database support vendor.  Update Access records with transactions daily.  Create database reports for auditing and training purposes.

Other Responsibilities

Attend and actively participate in regular Christian Life department meetings, planning sessions and events as requested by the Director.

Non-Exempt

Be ready to work and on time for all scheduled hours and accept additional responsibilities identified (as needed) by your supervisor.

Compensation and Benefits  

The wage range for this position is $20 - $22 per hour. All full-time employees of The Basilica of Saint Mary receive access to the following benefits: medical/dental/vision insurance, FSA & HSA plans, 3 weeks of paid time off, sick leave, paid holidays, floating holidays, 403b, 403b matching up to 3%, life insurance, employee assistance program (EAP), short-term disability, long-term disability, and other supplemental insurance options.

Designation of Essential Functions

Employment in and by the Church is substantially different from secular employment. Church employees/volunteers must conduct themselves in a manner which is consistent with and supportive of the mission and purpose of the Church. This position does not require that the employee/volunteer be a Catholic. However, as a parish community rooted in the teachings of the Catholic Church, employees/volunteers are expected to be knowledgeable of core tenets and respectful of the mission, purpose, and teachings of the Catholic faith.

HOW TO APPLY  

Please send your resume to Taylor Liles, tliles@mary.org. Cover letters are strongly encouraged but not required for consideration for the role.   

Knowledge Skills and Abilities

• Strong administrative, project management and office organizational skills with at least 3 years’ experience, preferably in a non-profit setting or comparable experience.
• Excellent and current computer skills with proficiency in Microsoft Office Suite, including Access, Word, Excel, and Outlook, with an understanding of SharePoint and Google Workspace with the ability to troubleshoot and resolve issues within these applications.  Knowledge of setting up and running Zoom or other virtual meeting programs.
• Experience with Blackbaud Raisers Edge NXT (RE) software or comparable database software required.  Experience with PowerPoint preferred.
• Track record of accuracy, attention to detail, and a thorough, efficient work style, with the ability to manage a variety of different tasks simultaneously.
• Strong oral and written communication skills.
• Ability to plan, set-up, and carry out events and programming, both in person and virtually.
• Editing and proofing skills with an eye for digital formatting in a publishing software and ability to meet deadlines.
• Must be a motivated self-starter with trusted follow-through.
• Experience working with volunteers preferred.
• Demonstrated commitment to working in a collaborative team environment.
• Respectful of people with diverse backgrounds.

Physical Demands

• Repetitive keyboarding
• Able to receive and process deliveries and to lift 15 Pounds required.
• Work 40 or more hours per week when needed.

Mental Demands

• Able to engage staff and guests with genuine respect, cooperation and collaboration.
• Ability to maintain confidentiality.
• Understands and communicates information clearly.
• Able to prioritize tasks, workloads, and workflow.
• Analytical and problem-solving skills.
• Ability to maintain a focused, problem-solving attitude and open communication when dealing with multiple requests and deadlines.

Please send your resume to Taylor Liles, tliles@mary.org. Cover letters are strongly encouraged but not required for consideration for the role.