Administrative Assistant Job at Sisters of Providence of Saint Mary-of-the-Woods
Sisters of Providence of Saint Mary-of-the-Woods Terre Haute, IN
SUMMARY:
Provides administrative services in support of the Co-directors of Providence Spirituality and Conference Center.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Performs duties in support of the co-directors and the overall operations of PSCC
- Takes minutes at all department meetings, including management and staff meetings.
- Provides reports as needed.
- Assists with EMS management system.
- Answers phone, screens calls and takes messages.
- Processes check requests and vouchers bills.
- Maintains files and notebooks.
- Oversees various projects and machinery.
- Maintains copiers.
- Orders office supplies.
- Orders supplies for programs, retreats, workshops.
- Performs duties in support of the specific needs of the Director of Retreats and Programs
- Assembles packets and folders.
- Prepares envelopes and materials for mailings.
- Keeps mailing lists current.
- Assists in on-line registrations, setup of environment and equipment needed for retreats, programs, prayer services.
- Assists in meetings of committees chaired by the co-directors.
- Assists in developing meeting agendas.
- Takes minutes of meetings and delivers them in a timely fashion.
- Maintains statistics for programs, workshops, retreats, spiritual direction.
- Performs duties in support of the specific needs of the Director of Shrines
- Assists in maintaining statistics for tours.
- Assists with needs of the celebrations associated with the Shrines.
- Assists in meetings of committees chaired by the Director of Shrines.
- Assists in developing meeting agendas.
- Takes minutes of meetings and delivers them in a timely fashion.
QUALIFICATIONS
- Applications and internet research skills
- Good organization and communication skills
- Professional appearance and skill in dealing with the public
- Strong interpersonal skills with excellent oral and written communication abilities
- Ability to work as a team member
- Ability to handle frequent interruptions, changes, delays, and unexpected requests and events.
- Ability to operate advanced presentation and audiovisual equipment and speech and hearing to
SUPERVISORY RESPONSIBILITIES
N/A
EDUCATION AND EXPERIENCE
- High School diploma or GED required.
- Associate degree in the field of business preferred.
- Computer experience including word processing
- Minimum of 3 years’ experience.
CERTIFICATES, LICENSES, REGISTRATIONS
PHYSICAL DEMANDS
The Sisters of Providence (Sisters) are committed to the fair and equal employment of individuals with disabilities. It is the Sister’s policy to reasonably accommodate qualified individuals with disabilities unless the accommodation would impose an undue hardship on the congregation. In accordance with the Americans with Disabilities Act (ADA) as amended, reasonable accommodations will be provided to qualified individuals with disabilities when such accommodations are necessary to enable them to perform the essential functions of their jobs or to enjoy the equal benefits and privileges of employment. This policy applies to all applicants for employment and all employees.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
- Requires ability to concentrate in a busy workplace.
- Requires prolonged sitting.
- Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard and mouse.
- Requires normal range of hearing and eyesight needed to perform duties described above.
- Requires ability to lift 25 pounds.
- Ability to walk 800 yards, climb stairs, use a 3-step shelf-ladder, lift 25 pounds.
- Ability to work flexible hours (some weekends, evenings, and holidays) as event coordination and program presentation require.
WORK ENVIRONMENT
- Work environment is that usually encountered in an office situation by an administrative assistant with constant interruptions.
- Employee reports to several supervisors.
LAND ETHIC
In support of the Land Ethic, all persons employed with the Sisters of Providence will reduce, reuse, recycle, and conserve energy.
This job description is not intended to be all inclusive. The staff member may be required to perform other work-related tasks as assigned or requested by the supervisor or management. The job description is simply a communication tool and is subject to change as the needs prevail. This document is not intended to imply a written or implied contract of employment.
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