Administrative Assistant for Congregational Leadership

Position Summary:

Carries out responsibilities and interacts with all individuals in accordance with the mission and values of the Sisters of St. Francis of Philadelphia.

The Congregational Leadership Administrative Assistant is the primary support to the Congregational Minister and Council (Leadership Team) and is called to help further the strategic goals and various programs managed by the Leadership Team.  

Essential Functions:

• Communicates regularly with the Leadership Team to establish priorities and goals to ensure effective office and program operations.
• Provides administrative support to the Leadership Team, as needed, including general correspondence, special mailings, file maintenance, group email organization, phone calls, requests for information, and distribution of information to other internal and external entities.
• Prepares and sends the annual calendar for the Leadership Team, incorporating meeting dates and times.
• Creates and maintains a master schedule of reports, activities and meetings and makes these items accessible to appropriate parties. Maintains the master meeting schedule for the Leadership Team.
• Takes a leadership role in coordinating and providing administrative and support services initiated by the Leadership Team members related to the committees they serve and support.
• Organizes and prepares for Leadership Team meetings and other key meetings including handling meeting room reservation and setup/AV/food requirements, preparation and distribution of agendas and meeting handouts, issuing meeting reminders, and preparing attendee lists/name tags if needed.
• Creates reports using a variety of tools including “Doodle”, PowerPoint, Excel, Crystal Reports, Access; and changing PDF to Word as appropriate for the reporting and tracking needs.
• Coordinates and processes missioning forms for the Leadership Team and other sisters.
• Develops and updates forms, directories, and other communications items as needed.
• Handles special projects of high priority to the Leadership Team in an effective manner.
• Purchases and prepares annual greeting cards and letters, sympathy cards, birthday cards and other holiday cards that are sent to board members, Leadership Team, sisters, companions, residents and employees. Purchases and distributes Christmas gifts for the Leadership Team and sisters.
• Coordinates giving flowers, gifts, monetary awards/cards to sisters, residents, jubilarians.
• Prepares certificates for annual Service Awards and orders gifts for Charism Award recipients.

Essential Functions (continued):

• Handles the Education Budget request process including tracking incoming forms, preparing an approval spreadsheet for corporation meeting, and notifying sisters about their approval outcomes.
• Updates the Orientation Manual for transition from the current Leadership Team to the new Leadership Team.
• Updates operating guidelines pertaining to job duties including timelines (i.e. tasks that are done weekly, monthly, quarterly, annually, etc.), procedures for task completion, and computer/file locations.   
• Manages the sisters’ database using Access and Crystal Reports.  
• Provides occasional support for other functions such as Charism, Companions, and General Services.
• Provides operational support for the Congregational Records Office.
• Assists and/or provides coverage when other support staff members are out of the office.
• Collaborates with other departments on special projects as needed.
• Collaborates with the IT department to obtain and enhance computer and telephone systems, or to obtain troubleshooting support. Provides basic technical guidance to the Leadership Team on occasion.
• Maintains an organized, efficient filing system; adheres to retention, archival, and purging guidelines.  
• Maintains a professional, organized and tidy work environment.
• Assists with other duties as needed to support the mission of the organization.

Qualifications:

• Minimum of five (5) years of administrative experience in roles of increasing responsibility.
• Associates degree or business/technical training a plus.
• Dedication to promoting the mission and values of the Sisters of St. Francis of Philadelphia.
• Commitment to excellence and stewardship.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and SharePoint.
• Working knowledge of Access and Crystal Reports.
• Outstanding verbal and written communication skills.
• Excellent interpersonal skills.
• Highly collaborative.
• Treats all individuals with dignity and respect.
• Strong organizational and multi-tasking skills.
• High degree of professionalism and flexibility.
• Strong commitment to maintaining confidentiality.
• Ability to exercise sound judgment.
• Is a self-starter, takes initiative, and can work effectively with minimal guidance.
• Strong attention to detail and high level of accuracy.
• Commitment to improving processes, procedures, reports, forms using technology.
• Strong analytical skills.
• Able to work under pressure and multi-task.

Physical Requirements:

• Use a computer.
• Sit for long periods of time.
• Lift up to 15 pounds occasionally.