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Saint Raphael Retreat Center

Administrative Assistant

General Summary of the Position

This is a part-time position. The Administrative Assistant is a friendly individual who genuinely enjoys
helping people and who can manage tasks from start to finish. This position is
responsible for overseeing the daily operations of the Center’s office and its various
departments. Duties include communicating with department heads, relaying important
information or policy changes from direction and implementing incentives to enhance
employee productivity. Requires customer service experience, marketing and social media knowledge.
All tasks should be executed with high quality standards. Multitasking and time management skills
are essential for this position.

Essential Duties and Responsibilities of the Position:
Create a healthy environment and promote excellency in all we do.
• Answers phone calls, checks email and voice message and re-direct them, receives visits and
deliveries.
• Organize office procedures to ensure effective operation.
• Help Director to create the Centers’ budget and ensure all employees follow it.
• Select vendors and monitors purchasing processes (food, kitchen supplies, office supplies,
repair materials, furniture, appliances and chapel materials).
• Prepare and send expense reports, payables, deposits and take to PC Business Office.
• Work with the departments heads in keeping inventories, avoid waste and save money.
• Communicates with contractors and give follow up to repairs and maintenance projects from
start to finish.
• Schedule and organizes activities such as monthly meetings, training, family day, birthday and
special celebrations.

• Monitor and update Center’s website, social media, marketing materials and wayfinding
throughout the Center.
• Participate and help the director with fundraising, campaign creation and donor data- base
management.

Position Requirements:
Skills needed: Verbal Communication, Microsoft Office Skills, Listening, Professionalism, Customer
Focus, Organization, Handles Pressure, Phone Skills, Professional image.

Knowledge, Skills and Abilities:
• Strong written and verbal communication skills to produce reports,
assign tasks, accept instructions and handle vendor contracts, among other tasks
• Organization and the ability to multitask to complete a wide variety of tasks
• Flexibility to help them adjust to new tasks should company or office needs change
• Strong interpersonal skills to interact positively with all employees and all visitors
• Leadership ability to manage challenges and oversee employees
• Attention to detail to ensure tasks are completed thoroughly and correctly
• Very people-oriented person.
• Must possess a positive, practical attitude with balanced initiative, be well organized and
thorough in all tasks.
• Professional phone and business etiquette.
• Proficient in grammar and spelling in both English and Spanish and proven ability to
successfully communicate in verbal and written form in both English and Spanish.
• Professional image while working in an office environment.

Education and Experience:
• Associate or bachelor’s degree or equivalent experience.
• Some knowledge of the Hospitality Industry or event planning
• Five or more years of experience as an Administrative Assistant or Office coordinator.

Special Requirements:
• This job requires a person who is bilingual in English and Spanish.
• Must be available to work at least twenty hours per week and availability to work during
weekends.

DO NOT REMOVE

This job description is not intended to be an exhaustive list of the duties
and responsibilities of the position. The duties and responsibilities of the position
may be changed at the sole discretion of the Diocese of Dallas – Pastoral Center.

The Diocese of Dallas – Pastoral Center reserves the right to modify this job description without
notice to the employee. This job description is not a contract and does not alter
the employee’s at-will employment status.

To apply for this job email your details to amartinez@cathdal.org