Administrative Assistant, Office of Catholic Schools

Do you want to make a true difference in the world? Come join our team.

Feeling ready for a career that gives you the freedom to openly live out your values, foster your spiritual life, AND excel at your work? Do you desire to work where you personally will make an eternal impact on the world?

As you look around, you may notice our societal underpinnings, cultural norms, and our overall ethos in America no longer supports and buoys up those seeking to follow Christ. At this pivotal point in history, there is an amazing opportunity to rediscover the power of the Gospel and to bring people to the saving grace and abundance of life in Jesus Christ. If you feel a tug on your heart to live on mission for the glory of the Father, we’d love to meet you.

The Mission of the Archdiocese of Denver:

The Archdiocese of Denver exists so that in Jesus Christ all might be rescued and have abundant life, for the glory of the Father.

At the Archdiocese of Denver Pastoral Center, we seek to live this mission by living the following values. You will be love working here if you aspire and strive to live these.

Abide in Relationship: Having become sons and daughters of the Father in Baptism, we grow in relationship with him and our neighbor.

Be the Cavalry: Our desire is to build up God’s Kingdom and to rescue our neighbor. The work to be accomplished is ours. No army is coming; we are the cavalry.

Confound the World: We recognize we’re on mission to proclaim the power of the Gospel in the modern wilderness, a hostile land which requires courage in the face of opposition. Our joyful, countercultural witness perplexes the world and plants seeds of curiosity about its origin.

Key Job Responsibilities (and KPIs for each: what success looks like in this role):

ESSENTIAL DUTIES:

Administrative Support

~ Performs routine secretarial functions such as answering the phone, receiving visitors, filing, mail routing, scheduling meeting rooms, copying, faxing and record keeping.

~ Responds to general questions and inquiries from principals, teachers, outside contacts from vendors or other dioceses, and other Chancery offices using appropriate communication tools and established protocols and procedures in a manner that is friendly and sincere, making all feel welcomed and comfortable.

~ Screens and routes questions, inquiries, and complaints from parents using appropriate communication tools and established protocols and procedures in a manner that is friendly and sincere, making all feel welcomed and comfortable.

~ Handles the calendar for the Associate Superintendents.

~ Researches and provides background information for issues and projects engaged in by the Office of Catholic Schools.

~ Composes and processes correspondence for the Office of Catholic Schools as assigned.

~ Assists with major events, meetings, and programs related to setup, on-site supervision, coordination, etc.

~ As needed, assists with the set up/tear down of JP II conference rooms for multiple meetings and events for the Archdiocese of Denver Catholic Schools and Office of Catholic Schools personnel.

~ If bi-lingual and as needed, performs Spanish/English translations for all approved Office of Catholic Schools documents.

~ Any other duties as assigned by supervisor.

Primary Project Assignments and Support

~ AoDCS School Compliance: Assists with tracking and filing of school compliance paperwork related to co-supervisory performance reviews; annual academic school calendars based upon OCS standard calendar and calendar guidelines; school handbooks (parent/student and faculty/staff); CDE clock hours; all other forms as assigned.

~ Local School Level and OCS Sponsored CDE Course Credit Processes: Manages, tracks, keeps records, generates reports and correspondence, and provides information related to the CDE Course Credit Process; communicates directly with principals, and teachers regarding questions related to CDE Course Credit. Serves as lead on training principals on completion of CDE Course Credit Process at the local-level, and point-person for local-level CDE Course Credit Process.

~ Catholic Education Formation Certification Program (CEFCP): Assists with the management, tracking, record keeping, reporting, communication and correspondence, and provides information related to the Catholic Education Formation Certification Program in the Archdiocese; communicates directly with the Associate Superintendent, prospective and participating teachers, AoD Events Office, and partnership representatives from Institute of Catholic Liberal Education (ICLE).

~ Teacher Induction Program: Manages, tracks, keeps records, generates reports and correspondence, and provides information related to the Teacher Induction Program in the Archdiocese of Denver; communicates directly with the Associate Superintendent, participating teachers and principals.

~ Principal Search Process: Assists with organizes search process with OCS personnel; assists with posting opening particulars as needed, communicates with potential principal candidates and provides application paperwork; prepares paperwork for candidate interviews; prepares question template for search committees; communicates with search committees and approved candidates regarding interviews; maintains OCS principal search files for historical reference.

~ 5th Grade Mass: Coordinates, supports and facilitates the 5th Grade Mass event with guidance from the Associate Superintendent(s); creates Mass program; communicates with the Cathedral and high schools regarding date availability and ushering; prepares blessed crosses for distribution to the schools at the event; prepares thank you letters to pastors and other participants.

~ Survey Monkey Coordinator: Generates Survey Monkey surveys for various events, programs, and principal searches.

~ Certificate Generation: Coordinates and/or generates certificates for the various programs and events hosted, organized, and tracked by the Office of Catholic Schools:

Teacher Induction

Principal Professional Development

o Principal Induction

OCS Sponsored CDE Professional Development Credit

o Catholic Worldview Seminar Curriculum Renewal Support: Assists Associate Superintendent with planning, communication, calendaring, and meeting logistics related to curriculum renewal efforts.

~ Student Support Services: Assists the Director of Student Support Services in planning, communication, calendaring, and meeting logistics related to professional development and meetings.

~ Leadership Formation: Assists Associate Superintendents with planning, communication, calendaring, and meeting logistics.

~ All other projects as assigned by or with the permission of the Special Projects Coordinator and/or Associate Superintendents.

Database Management:

~ Renaissance STAR: Assists Associate Superintendent with technical inputting in Renaissance STAR assessment program.

~ Projects as assigned by or with the permission of the Special Projects Coordinator and/or Associate Superintendents.

EDUCATION and EXPERIENCE:

~ Requires high school diploma, bachelor’s degree preferred.

COMPETENCIES and QUALIFICATIONS:

ESSENTIAL DISPOSITIONS:

~ Committed to professional and personal growth.

~ Open and receptive to feedback from supervisors and colleagues, alike.

~ Willingness to take the unexpected job for the greater good.

~ Embraces opportunity to collaborate and consult with a team to accomplish a task.

~ Takes initiative and demonstrates pride in their work.

~ Be a fully initiated Catholic in the communion of the Catholic Church and intentionally living out the five precepts of the Church (CCC 2041-2043);

~ Refrain from promotion or approval of, or the living out of, any conduct or lifestyle that would reflect discredit or disgrace on, or cause scandal in relationship to, the Archdiocese of Denver, or considered to be in contradiction with Catholic doctrine or morals;

~ Strong written communication skills;

~ Effective listening and verbal communication skills;

~ Bi-lingual (English/Spanish) in both oral and written communication preferred;

~ Customer service orientation with solid phone etiquette;

~ Ability able to operate basic office equipment;

~ Strong knowledge of office processes, practices, and computer software applications including the Microsoft suite of Office products (Word, Excel, PowerPoint and Publisher);

~ Ability to create presentations, databases, charts and graphs, and spreadsheets;

~ Attention to detail with a high level of accuracy;

~ Ability to meet deadlines and schedules of the work area;

~ Ability to plan, organize and prioritize assignments, projects and daily tasks;

~ Ability to assess problem and identify solutions;

~ Self-directed;

~ Sound judgment and decision-making skills;

~ Teamwork and collaboration skills;

~ Accepts delegation of authority and responsibility;

~ Information gathering and monitoring skills;

~ Work and time management skills;

~ Demonstrates flexibility, adaptability and initiative;

~ Must be able to recognize sensitive information and maintain strict confidentiality;

~ Must possess a valid drivers’ license.

PHYSICAL REQUIREMENTS:

 ~ Ability to operate a computer and mouse, copier, fax machine, printer and telephone;

~ Ability to travel to all areas of the Archdiocese, if required;

~ Ability to talk and hear/interact with members of the public and staff;

~ Requires frequent standing and/or sitting for prolonged periods of time;

~ Requires occasional walking, climbing and balancing;

~ Infrequently requires stooping, kneeling, crouching, or crawling;

~ Frequently lift and/or move up to 25 lbs.

BENEFITS:

• Comprehensive and Generous Medical, Dental, Vision, and Prescription Coverage:

» The Archdiocese of Denver Welfare Benefits Trust medical plan options cover preventive care at 100%

» Teladoc Services: Provides access 24 hours, seven days a week to U.S. Board-certified doctors

» Alternative Care: Covers 50% of each medically necessary treatment/visit per calendar year for Chiropractic/Acupuncture/Spiritual Care/Massage Therapy/Naturopathy under the Copay plan and Choice options.

» Natural Family Planning: The program covers up to $500 of expenses associated with the cost of an approved natural family planning (NFP) course/method and associated NFP supplies for all medical plan options (per calendar year)

» Maternity Management Program: Advice, free educational materials

• Generous Paid Time Off: 22 days starting (accrued) + 18 paid holidays (including the full week between Christmas and New Year’s.

• Pension Plan: Annual Contribution of 6% of salary to retirement plan

• Parental Leave: 60 Calendar Days for mothers and 30 Calendar Days for fathers fully paid upon the birth/placement of a child (natural birth, adoption, foster-to-adopt). Full parental leave can be used if employed 12 months or longer. Half (30 days for mothers/15 days for fathers) can be used if employed 6 months to a year.

• Cemetery and Mortuary Discounts

• Employer-Paid Life Insurance

• Employer-Paid Short-Term and Long-Term Disability

• Catholic Biblical School: Free and discount courses

• Augustine Institute: 25% off master’s degree courses