EXECUTIVE ASSISTANT TO SUPRITENDENT OF SCHOOLS
Company: The Catholic Diocese of Victoria in Texas
Location: Victoria
Posted on: May 28, 2023
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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
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