EXECUTIVE ASSISTANT TO SUPRITENDENT OF SCHOOLS

Company: The Catholic Diocese of Victoria in Texas
Location: Victoria
Posted on: May 28, 2023

Job Description:

EXECUTIVE ASSISTANT TO SUPERINTENDENT OF SCHOOLSThe Catholic Diocese of Victoria in Texas is currently seeking an experienced Executive Assistant to the Superintendent of Schools to join their team in Victoria, Texas (77901). Who we are:The Diocese of Victoria was established on May 29, 1982. The Diocese of Victoria comprises the counties of Calhoun, DeWitt, Goliad, Jackson, Lavaca, Matagorda, Victoria, Wharton, Colorado, and the part of Fayette County west of the Colorado River. There are six deaneries in the Diocese of Victoria: Cuero, Edna, El Campo, Hallettsville, Schulenburg, and Victoria. The Diocese of Victoria includes more than 103,990 registered Catholics with a total population of 293,729.Our official newspaper, The Catholic Lighthouse is mailed to more than 6,000 homes and is available online. Diocese of Victoria's social media currently includes Facebook, Diocese of Victoria.In addition to its 50 parishes and 17 missions, the Diocese of Victoria owns the Presidio La Bahia in Goliad, Texas. The Diocese sponsors 12 diocesan private and parochial elementary schools and 1 private and 2 parochial high schools. These Catholic schools, educate more than 3,000 youth.About the role:With direct supervision from the Superintendent of Schools, the Executive Assistant performs all administrative support duties required for this position for the Superintendent and Diocesan School Advisory Council (DSAC). This position requires knowledge of the Office of Catholic Schools procedures and policies, the ability to assume responsibility, work effectively and independently under pressure, and maintain confidentiality.Essential Job Responsibilities:The position is security-sensitive that requires extreme confidentiality, care, and trust. Core duties and responsibilities include the following. Other duties may be assigned by management.Serves as the main point of contact for receiving and placing phone calls for the Office of Catholic Schools.Responsible for administrative duties for the superintendent of schools, other designated staff, and the Diocesan School Advisory Council.Knowledge and continued review of policies and procedures relating to schools, Office of Safe Environment, and Office of Human Resources.Receives and organizes all information from individual schools; collates information for required diocesan school reports.Completes required reports and forms as needed and composes routine correspondence independently; prepare, type, and distribute communications as requested.Responsible for processing Office of Catholic Schools mail, direct emails, and financial transactions (fees, payments, registrations, orders from the schools, etc.) including check requests, reimbursements, and monthly Chase expense reports.Assists individual schools with preparation and maintaining all paperwork for staff such as documents for Human Resources, Health Records, Pension Plan, Certifications, etc.Attends administrators' meetings and other meetings as requested and takes meeting minutes for filing and future reference.Develops and maintains annual school administrators' calendar; schedules meetings as needed and/or directed.Assist with planning of special events such as diocesan-wide meetings, student events/celebrations, and monthly and quarterly meetings.Maintains a master list of school principals, school secretaries, diocesan and local advisory councils, and other required personnel with appropriate contact information.Responsible for continued knowledge of Raptor online visitor check-in system and assisted with training as needed.Familiarity and understanding of social media while assisting in documenting appropriate and updated Office of Catholic Schools information on the Diocesan website, Facebook page, etc.Develops and creates special program booklets, agendas, schedules, outlines, etc. for special Catholic school events and programs.Prepare DSAC, Superintendent's Cabinet, and/or Administrators Team meeting agendas and packets.Responsible for delivering daily mail for Chancery Office and front desk coverage as needed per rotation calendar.Minimum Job Requirements:Education & Experience: Bachelor's degree or Equivalent would be preferred. (With an emphasis on curriculum is desired)It is required that the candidate has a minimum of 3 years of experience preferably in executive administrative support or a similar role.Bilingual with the ability to read, write and speak Spanish is preferred. MUST be experienced in Microsoft Office programs, especially Microsoft Excel & Word. The use of sort, filter, and mail merge is required. Knowledge of PowerPoint is helpful.Knowledge of Adobe Acrobat and Adobe Reader DC programs to view, print, and edit documents as needed.Must have a working knowledge of telephone, computer, 10-key, printer, fax machine, typewriter, adding machine, copy machine, vehicle, projector, VCR, DVD, postage machine, bulk mailing procedures, and other electronic devices related to the position.This position involves office work of a professional nature and travels within the diocese. Some nights, weekends, and the use of a personal vehicle may be required.LOOKING FOR CANDIDATES WHO EMBRACE THE CATHOLIC FAITH.Expectations/Core Competencies:Assists in maintaining regular communication with Catholic schools in the diocese.Assists and helps maintain regular communication with all diocesan offices but especially the Office of Safe Environment, Office of Communications, and Office of Business and Finance/Human Resources.Foster positive communication and community relations with outside entities and agencies within the scope of the position, or as assigned by the Superintendent or designee.Direct communication with pastors, religious, administrators, support personnel, parents, and other constituent groups as they relate to the Catholic schools of the diocese.Compassionate personality, patient, responsible, and committed to assisting and working with children and families.Demonstrated ability to prioritize, organize, multi-task numerous complex assignments and manage time.Possess superior leadership, administrative, and organizational skills, and a pleasant telephone personality.Annually the employee must provide a copy of their valid driver's license and proof of personal automobile insurance with adequate coverage as required by the DOV Office of Transportation Policy.Require fingerprinting and other background checks as deemed necessary for the position requirements.Must adhere to the DOV employee handbook of personnel policies.Must adhere to the DOV handbook of accounting policies and procedures.Must be self-motivated, able to work under pressure, and able to work with a wide variety of individuals in multicultural settings.What We Offer:Salary commensurate with experience.The Diocese of Victoria offers medical, dental, vision, prescription, life, accidental death, and dismemberment insurance coverage to full-time employees and their qualifying dependents. Additional coverage of Voluntary Life/AD&D and Supplemental insurance coverage is available for employees with a payroll deduction.Lay Employee Pension Plan.Paid Time Off and federal and church holy days of obligation are available for full-time employees. Employee discounts on a variety of wellness, travel, auto, dining, financial, and electronic products through ADP LifeMart.Please submit your resume via the 'Apply now' button!PDN-990d191e-a024-41ec-9ad7-37272d8b60c9

Keywords: The Catholic Diocese of Victoria in Texas, Victoria , EXECUTIVE ASSISTANT TO SUPRITENDENT OF SCHOOLS, Other , Victoria, Texas