Administrative Coordinator

GENERAL INTRODUCTION: 

The Archbishop is the visible principle and foundation of unity in the particular Church 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 Archbishop employs suitable, chosen collaborators (clerics, religious, or lay people).  He shares with them the apostolic mission and entrusts various responsibilities to them. (Directory on the Pastoral Ministry of Bishops, 198) 

Each position employed in the Chancery helps to extend the ministry of the Archbishop in particular ways as outlined in the position description. The mission of the Communications Team is to extend the ministry of the Archbishop of Seattle that unites the Catholic Community of Western Washington with the Catholic Church throughout the world. Communication serves all involved in this ministry of service and supports the faith of this community of believers using the means of social communications to inform, educate, inspire and challenge people to live the fullness of their Catholic faith. 

GENERAL SUMMARY OF ESSENTIAL PURPOSE: 

Coordinates and provides administrative support to the Chief Communications Officer as well as administrative support for the entire Communications department.  

ESSENTIAL POSITION DUTIES: 

1. Coordinates and provides administrative support for the Chief Communication Officer, Creative Studio and Northwest Catholic. 
2. Supports the management of the Communications budget and financial operations including balancing and reconciling department cost centers; coordinating all aspects of office accounting including preparation of invoices, inter-cost center charges; vendor charges, deposits; and maintaining department’s financial records. 
3. Supports the creation and management of vendor and freelance contracts. 
4. Supports the distribution and list management for internal and external communications to media, Chancery staff, clergy and parishes. 
5. Coordinates the handling of sensitive and confidential information, including but not limited to: correspondence by the Archbishop with pastors, priests, deacons and religious; media releases and official announcements.   
6. Manages media relations support activities including media lists, distribution, coverage tracker and research. Ensures proper routing of all media, clergy and parish contacts with the Communications team. 
7. Coordinates administrative support activities for Northwest Catholic managing circulation, including database updating and management, responding to voicemails, handling billing and payments and marketing support.  
8. Manages and plans team calendar, offsites, team gatherings, birthdays/anniversaries and other support as needed. 
9. Other duties as assigned. 

ESSENTIAL QUALIFICATIONS: 

1. Primary: 

• Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop. 

• Ability and desire to use God-given gifts and talents in service of the local Church in support of the collaboration between lay and ordained Ministers. 

• Willingness to conduct all interactions on behalf of the Archbishop’s Communications with respect and Christian charity. 

2. Education: 

• BA degree or equivalent, preferred. 

3. Experience: 

• At least 3 years’ experience as an administrative assistant. 

• Proficiency in the updated Microsoft products. 

• Experience with budgets and financial operations.  

4. Other Elements: 

• Excellent organizational skills and demonstrated ability to manage multiple priorities. 

• Excellent interpersonal skills and the ability to provide excellent customer service on the telephone and in person. 

• Excellent attention to detail and proactive nature.  

• Demonstrated ability to handle confidential information. 

• Knowledge of and familiarity with the Catholic Church in Western Washington. 

• Ability to learn quickly.  

• Bilingual competency preferred. 

• Maintain a professional appearance and demeanor. 

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.