Position Title: Administrative Assistant
Hours:   Full time (35 hours/week)
Supervised by:  Director, San Diego Diocesan Institute for Adult Education and Formation for Ministry (SDDI)
FLSA Status:  Non-exempt

POSITION SUMMARY:

To coordinate student admissions and to assist the Director of San Diego Diocesan Institute (hereafter SDDI) in management of the SDDI, especially in the areas of public relations and publicity, particularly with various cultural groups.

PRIMARY DUTIES AND RESPONSIBILITIES:

Assist the director to help students in planning their course of study by identifying student needs and responding to requests for information, course needs, academic planning, etc.

Assist the director in the planning of goals, objectives and strategies for the Institute and in the preparation of the annual budget.

Coordinate the details for each Institute class:

Prior to First Class Session

• Reserve Pastoral Center rooms ASAP & audiovisuals
• Enter registered and paid students into quarterly database
• Send course confirmations at least one week prior to start date
• Check to make sure textbooks received, if applicable

First Class Session

• Print Attendance List and provide to instructor by first class; also, emails if applicable
• Prepare Handouts, if any
• Take books, if applicable. Label prepaid book with student name.

Second & Third Class Session

• Give instructor updated Attendance List; also, emails if applicable
• Bill anyone with unpaid tuition and books (usually only diaconate candidates/wives)
• If student drops class, issue refund

Next to Last Class Session

• Give instructor evaluation forms
• Give instructor Grade Sheet and Attendance List

Once Final Grades and Attendance List Submitted

• Generate check request for stipend based on student count and course contract
• Enter grades into quarterly database and transfer to Student File
• Email/mail student grades
• On a quarterly basis, archive grades and payment lists as PDFs
• Scan Attendance List and Grade Sheet submitted by instructor and archive

University of Dayton Grades

• Enter in quarterly database
• Transfer to Student File
• Send grades to students
• Place Dayton information in PDF course archives

 Set up and oversee the financial, instructor and student academic record keeping of the SDDI

• Maintain student files
• Maintain mailing list
• Provide status to students seeking certificate at least once a year; if all criteria met, award certificate
• Process credit card payments
• Deposit payments
• Generate check requests
• Generate and submit journal entries
• Submit monthly sales taxes owed
• Reconcile monthly credit card statements received from Finance Office
• Complete quarterly budget prior to deleting records in said quarter

Handle requests for information from students, instructors and the public

• Respond to requests for information by telephone/email/correspondence
• Handle any media equipment requests from instructors

Assist the director in design and distribution of informational bulletins and advertising regarding courses of the SDDI, in languages appropriate to cultural groups (particularly English and Spanish)

• Update certificate brochures
• Flocknotes

EDUCATION & EXPERIENCE

• Bilingual (English/Spanish) required.
• Minimum 2-3 years’ experience with administrative assistant and office procedures required.
• Demonstrated experience with FileMaker Pro, Microsoft Office Suite, Flocknote, Canva and Social Media Platforms (Facebook and Instagram).
• Excellent organizational skills with attention to detail and ability to prioritize workload effectively.
• Ability to work independently on projects with minimal supervision.
• Positive attitude and team player.
• Excellent phone skills and ability to communicate effectively.
• Consistent, professional punctuality.
• Thorough knowledge and familiarity with the organizational structure and practices of the Roman Catholic Church.

Please submit a cover letter and resume to:  mhabana@sdcatholic.org