Hours per week: 30
Position Summary:
The Diocese of Raleigh is seeking an Administrative Specialist to join our team! The Administrative Specialist performs complex professional administrative and operational support for the CFO, Controller, Director of Property and Construction, and the Director of Financial Planning and analysis. The Administrative Specialist position requires a self-starter, multi-tasker, and valued team player to provide on-going supportive activities which includes coordinating schedules, tracking and documenting project progression, professionally drafting routine correspondence and meeting minutes, as well as developing high-quality presentations.
This position is classified as hybrid-remote, working 30 hours per week, with 1-2 days per week being worked on-site.
Key Responsibilities:
- Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
- Handles high-level administrative issues; analyzes and solves work-related problems; communicates effectively; and provides guidance to others when necessary.
- Schedules and coordinates advisory body meetings and other events, including handling communications, meeting logistics, and arranging catering.
- Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff or constituents.
- Tracks project delivery schedules and coordinates with constituents and consultants on the receipt of deliverables.
- Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
- Performs other related duties as assigned.
Minimum Requirements:
- High school diploma required. A degree from an accredited four-year college or university with major coursework in business administration or a related field is highly preferred. Experience and education may be substituted for one another.
- A minimum of two years’ professional work experience, preferably in administration management.
- Excellent verbal and written communication skills. Previous experience writing and editing correspondence is required.
- Excellent organizational skills with high attention to detail.
- Excellent time management skills with a proven ability to meet deadlines while supporting multiple functional areas, including prioritizing competing priorities.
- Ability to function well in a high-paced and at times stressful environment.
- A high level of service orientation to those in the supported departments, parishes, and priests is required.
- Experience with triaging phone calls and emails, routing them to the correct individual or department, is required.
- Intellectual curiosity about how a diocese functions and a respect for the mission of the Catholic Church required.
- Extremely proficient with Microsoft Office Suite, Adobe, and Meeting/Scheduling software with the ability to learn new or updated software.
- Ability to work with property, financial, and insurance databases (General knowledge of Blackbaud Financial Edge would be a plus).
- Experience designing construction contract requirements, and the coordination of auto and property insurance is a significant plus.
- Employment is contingent upon applicant satisfactorily passing criminal background and reference checks.
- Must complete diocese-sponsored Safe Environment Training.
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.