Catholic Community at Stanford
POSITION SUMMARY
The Part Time Administrative Assistant assists staff members and some volunteers in a vital and supportive role with an opportunity to have a direct impact on the mission of Catholic Community at Stanford
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
(other duties may be assigned)
Communication Skills
Good writing, listening and summarizing skills, taking meeting minutes, response to emails and requests,
Familiarity with Google docs and Google calendar; manage the public calendars, receive scheduling requests and disseminate the information to the appropriate individuals or groups.
Church Community Builder
Willingness and Ability to learn Church Community Builder and its associated apps and software which includes creating data base groups, forms and managing the online calendar, responding to submitted forms, and disseminating results of event evaluations. Design and populate pages within the app.
Shield the Vulnerable
-Manage and maintain the Shield the Vulnerable compliance process with volunteers and staff
members.
-Work with the various databases in which the records must be housed, including timely reminders when needed.
Sacramental Support
-Maintain Sacramental records for Baptisms, First Eucharist, Confirmations, Reception into the Church.
-Provide the appropriate certificates and request for sacramental records.
-Provide Support for infant Baptisms: manage requests from families, work with candidate’s family and godparents, and schedule the priests and required preparation for the sacrament.
-Notify the Church of the individual’s Baptism of sacraments received at the Catholic Community at Stanford.
Clerical Activities
-General clerical activities which include but are not limited to: scanning, copying, emailing,
scheduling, calendar management, supplies purchasing and meeting notes, formatting of
materials for distribution at Mass
Registration for Catechesis of the Good Shepherd
Assist with registration for children’s education program as necessary
QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Education and/or Experience:
Bachelor Degree is desired
Computer Skills:
Microsoft Office, Google Suite, Square Space, and Workday (must have
knowledge of Workday or be willing to learn), prior experience with ChMS
databases (or able and willing to learn). Familiarity or ability to learn working with Instragram and Facebook.
Other Requirements:
- 18 hours per week during the academic year, sometimes potentially fewer in the summer months, with periods of time that may require 20-30 hours a week
- Able to work evenings and weekends if required
- Some hours will be on campus (staff events and meetings) while much of the work will be done at employee’s own location, at the employer’s discretion.
- Ability to be confidential and handle sensitive information
- Ability to work independently
- Highly conscientious and pays close attention to detail
- Ability and flexibility to establish and handle multiple and changing work priorities, meet deadlines, and anticipate future responsibilities
- Strong verbal, written, note taking and communications skills
- The ability to cultivate and maintain positive working relationships with a wide range of individuals among the staff and within the community
- Strong organizational and customer service skills. Attention to detail and the ability to handle confidential information required
- The employee must be enthusiastic and self-motivated
- Access to a computer
- Has a drivers license and access to use of a car as needed
- Ability to occasionally lift up to 25 lbs
How to Apply: Interested candidates should submit a cover letter and resume to xavierop@stanford.edu