Administrative Assistant to the ILM Dean

Job title: Administrative Assistant to the ILM Dean

Company: Archdiocese of Detroit

Job description: POSITION SUMMARYThe administrative assistant, as a team member of the Institute for Lay Ministry (ILM), provides direct administrative support to the Dean of the ILM and assists in the various projects assigned to the ILM Office. The assistant warmly welcomes visitors to the ILM and serves as a presence of hospitality to commuter students and other visitors. The Institute for Lay Ministry is the department of the seminary that oversees commuter student concerns, career services, and formation for lay students.MAIN AREAS OF RESPONSIBILITY * Administrative support to the ILM Dean-answering phone lines, drafting email, preparing reports

• Hospitality to ILM visitors and the wider community
• Additional duties as assigned by the ILM Dean

ESSENTIAL DUTIES AND TASKS REQUIRED BY THIS JOBAdministrative Support to the ILM DeanPerform a broad range of administrative duties for the Dean: * Highly proactive in identifying and fulfilling Dean’s needs in scheduling and background information preparation. Maintain Dean’s appointment calendar by planning and scheduling meetings, conferences, video conferences, and travel.

• Prioritize and route telephone, email, and mail communications in the ILM (answering the telephone and taking messages, attending to in/out boxes, sorting mail, etc.)
• Establish, develop, maintain, update, and utilize a filing system, retrieving information from files when needed. Maintain and update as needed the ILM Google folder.
• Take meeting minutes on behalf of the Dean as requested.
• Create and maintain MAPS formation files, MAPS formation tracker, and the undergraduate formation tracker.
• Schedule annual meetings with students and ILM Dean.
• Work with the ILM Dean to develop and coordinate lay formation programs and activities at the seminary.
• Coordinate student life activities and lay student formation activities, such as Mass, reconciliation, adoration, student socials, etc.
• Organize lay leadership/lay ecclesial ministry events, such as annual undergraduate formation sessions, the Annual MAPS Day of Reflection, speakers, and conferences.
• Draft general correspondence and perform general desktop publishing, proofreading for spelling, grammar, and format.
• Conduct research on various items, collecting and analyzing information, and preparing report summaries as requested.
• Organize meetings of the Lay Student Council and Commuter Student Life Committee, including scheduling, preparation of agendas, room reservations, and minutes.
• Maintain department bulletin boards, student lounge, and ILM conference room schedule.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders; and verifying receipt of supplies.
• Maintain ILM financial records, balance the budget, and process invoices and reimbursement requests.
• Ensure the accuracy of information in official and unofficial publications of the seminary relating to the activities of the ILM, including the website.
• Plan and organize formation projects utilizing available resources to accomplish objectives.
• Attend and contribute to the Lay Student Council and Commuter Student Life Committee. (Thrice per academic year)
• Analyze and maintain MAPS evaluations and report any continued concerns raised by professors to the ILM Dean.
• Introduce the ILM as a central resource for all formation needs, such as spiritual direction, community and prayer support, networking, and other useful student life resources.
• Monitor formation and ministerial events throughout the Archdiocese of Detroit and in various virtual forums and communicate them to lay students.
• Complete tasks associated with Equip courses as assigned by the ILM Dean.
• Complete regular training tasks related to the job, e.g., FERPA, security training.
• Work closely with other seminary departments, especially the departments of admissions and distance education which share initiatives with the ILM.

Hospitality to Visitors and Personal Relations with Wider CommunityWelcome and help direct all visitors warmly and with a heart for service: * Extend a friendly and generous welcome to outside visitors as well as seminary administrators, faculty, staff, students, and alumni, in person and on the telephone, cheerfully answering and directing inquiries.

• Act as a liaison with other departments and outside groups related to the work of the ILM. Communicate effectively to a range of stakeholders, such as faculty members, staff, administrators, students, and external individuals and agencies.
• Collaborate with Archdiocesan and parish personnel, especially those dedicated to formation and certification of lay Catholic leadership.
• Foster communication, promote the work of the ILM, and cultivate relationships with current commuter students and alumni, regarding such things as job opportunities, ongoing education, and social events, via appropriate communications media.

ADDITIONAL DUTIES AS ASSIGNED BY THE ILM DEAN

• Perform basic assigned tasks relating to distance education delivery tools appropriate to competency level and training aptitude.
• Assist in scheduling and seeing through the production of various MOOC projects, as directed by the ILM Dean.
• Other duties as assigned by the Dean of the Institute for Lay Ministry.

QUALIFICATIONS * Committed to supporting and advancing the Seminary’s mission.

• Extensive knowledge of Catholicism/Catholic Church required; bachelor’s degree required; master’s preferred.
• Strong interpersonal skills and the ability to work in collaboration with students, staff, faculty, administration, and ministry professionals in the Archdiocese.
• Administrative experience in Catholic education, non-profit, a pastoral ministry setting, or a related field strongly preferred.
• Ability to keep track of and make progress in multiple projects at the same time.
• Professional and positive demeanor; exercising discretion, diplomacy, and tact at all times; enjoys administrative work; creative.
• Proven record of success in tracking and processing multiple tasks concurrently.
• Detail-oriented with strong organization and time-management skills.
• Strong work ethic, self-motivated, and collaborative spirit. Commitment to high performance, teamwork, and accountability.
• Bilingual English/Spanish is preferred.
• Proficiency in computer hardware and software, including database applications and Microsoft Office Suite. Willingness to learn the SHMS student information system and learning management system is required.
• Experience in scheduling meetings on Google Calendar and Zoom required. Knowledge of Canvas, Mailchimp, and Adobe products (Photoshop, Premiere Pro, etc.) preferred.
• Willingness to learn how to use unfamiliar technologies necessary for collaboration.
• Ability to exercise sound judgment and confidentiality relating to ILM business and student files.
• Capacity and commitment to contribute to, and grow professionally into, new roles supporting strategic developments in the ILM are strongly preferred.
• Occasional evening and weekend hours and travel availability may be required.

Please submit resume and cover letter, listing three references, by October 15, 2024 to:Attention: Martin Vucinaj, Director of FinanceEmail: vucinaj.martin@shms.eduMail: Sacred Heart Major Seminary2701 Chicago Blvd.Detroit, MI 48206Start Date: November 4, 2024 (negotiable)Compensation: Commensurate with experience pay range $22-$25 per hour on a 35 hour a week work scheduleProcess: Screening of applicants will begin immediately with priority given to early applicants.ABOUT THE INSTITUTION:Founded in 1919, Sacred Heart Major Seminary is a Roman Catholic seminary consisting of a fully accredited, four-year College of Liberal Arts, as well as a fully accredited graduate School of Theology. The seminary primarily forms priests according to the Heart of Jesus Christ the Good Shepherd, and further, prepares priests, deacons, and lay ecclesial ministers, equipping them for the work of ministry in the New Evangelization. The institution has approximately 500 students, including individuals from other countries; most students are enrolled on a part-time basis. Sacred Heart Major Seminary is an Equal Opportunity Employer and considers all candidates for employment equally regardless of age, color, national origin, race, sex, disability status, protected veteran status, or any other characteristic protected by law. Because of its status as a religious entity the seminary may consider a candidate’s religious affiliation in its employment decisions, consistent with state and federal law.

Expected salary: $22 – 25 per hour

Location: Detroit, MI

Job date: Thu, 10 Oct 2024 04:59:24 GMT

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