The Senior Administrative Assistant to the Vicar General is an administrative professional who reports directly to the Vicar General. This person assists the Vicar General, Auxiliary Bishops and Deans and agencies of the Vicar General by providing organizational and administrative support in his multi-faceted responsibilities, as well as managing details that contribute to the effectiveness and efficiency of his ministry in accordance with Archdiocesan policies and guidelines. Requires broad knowledge of department operations and procedures, and a high level of experience, discretion and technical skill.
General Duties and Responsibilities:
Proactive focus on advancing the ministry of the Vicar General
Serve as resource to Vicariate staff as requested
Provide office reception duties including answering telephone calls promptly and courteously, greet visitors and determine access to specific individuals
Maintains director’s daily appointment calendar; schedules appointments, makes travel arrangements as required. Serves as gatekeeper to Vicar General.
Develop a clear understanding of the activities of the Vicar General and prepare correspondence and communicate with individuals, clergy, parishes, agencies and external bodies
Facilitate hospitality for meetings and visitors
Provide materials needed for appointments, events, and liturgies
May create/assist in creation of the draft of the budget. Handles department’s special accounts. Reviews department’s monthly financial statements. Places orders, pays bills and reconciles corporate card accounts. Procures supplies, equipment and services.
Respond appropriately to external inquiries
Prepare and edit high level correspondence, documents and presentations; collecting, analyzing, and reporting information
Manage correspondence using judgment in proactively acting to optimize the Vicar General’s communication responsibilities
Creates and maintains archives of decisions and correspondence, including priest files and other records which may contain confidential information.
Assembles information and alerts appropriate point person (or functions as point person) upon the death of a priest.
Attend staff meetings and other meetings related to responsibilities
Regular attention to continuing education in areas of responsibility
Maturity and good judgment as Vicar General’s representative
Attends meetings relative to the role, as necessary
Coordinates and executes special projects: annual Confirmation scheduling, annual Archdiocesan Awards, Chrism Mass luncheon. Organizes invitations, tickets and seating as member of the bishop ordination planning committee.
Bachelors degree, or equivalent experience
Minimum of five years in an administrative support role; three years proficient Archdiocesan experience in administrative position preferred.
Must be familiar with the roles of priests and types of priests.
Strong familiarity with the structure of the Archdiocese.
Proficiency in the use of computers, particularly Microsoft Office Suite, Internet and email.
Knowledge of administrative procedures including managing files, records, mailing list and databases.
Project Management and publication design skills.
Excellent verbal and written communication skills.
Highly organized self-starter with ability to work effectively and proactively without close supervision
Able to prioritize with attention to details and deadlines.
Knowledge of Catholic faith, hierarchy and protocol.
Understands and supports mission and purpose of the Church.
Knowledgeable of Archdiocesan policies and guidelines.
Ability to interact professionally with clergy and laity of the Archdiocese, the Catholic community and the public.
Pleasant demeanor and excellent judgment with sense of discretion and confidentiality.
Hiring preference will be given to practicing Catholics.
The Archdiocese of Chicago is one of the largest Catholic dioceses in the United States with 2.2 million Catholics. The Archdiocese is divided into six vicariates, 31 deaneries and 351 parishes. There are approximately 230 schools, and numerous ministries and programs serving the people of Cook and Lake Counties in Northeastern Illinois. This local church is pastored by Cardinal Blase J. Cupich.