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Archdiocese of Baltimore · 3 months ago

Administrative Assistant for Faith Formation

Mount Airy, Maryland, United States

Full-time

Onsite

Mid Level

$18.50/hr - $19.50/hr

3+ years exp

The Archdiocese of Baltimore is committed to the spiritual development of its community, and they are seeking an Administrative Assistant for Faith Formation. This role involves coordinating faith formation programs, managing registrations, and providing clerical support for various church activities.

Non-profit Organization Management

Responsibilities

Coordinate all aspects of Faith Formation program registration:

Process registrations for sessions on campus and family home faith formation and handle questions / issues

Input required member information into the parish "Ministry Platform" database system in a timely fashion

Place individuals in preferred session time with regard to complete family preference to accommodate each family as session sizes and faith formation leaders availability allows

Communicate with families to indicate session location and faith formation leader information

Communicate with faith formation leader regarding upcoming programs, training opportunities, social justice events, etc

Keep participant's medical information updated as provided on registration form

Prepare book orders for both catechetical and family life curriculum as well as session materials and supplies (including technology requirements)

Manage all documentation and records: session fees, registration, financial including, sacramental fees, archives, etc

Compile session participation information and assist with faith formation leader and substitute session lists

Coordinate Sacraments of Reconciliation, Eucharist and Confirmation

Update child and youth participation in parish database to assist our team in assuring each participant receives formation appropriate to the individual

Update sacramental records in the appropriate registries as they are received, to include the "Ministry Platform" database for the recording of such events

Administration for Confirmation: Direct mailing of confirmation packet; record keeping, collection of sponsor certificates, letters, confirmation names, interviews, response, etc.; Registration and paperwork for all events and sessions as needed for the immediate the Confirmation program; Reserve transportation, retreat facilities and coordinate food; Create the program for Confirmation Liturgy Report Confirmations of the newly confirmed to the place of their Baptism for their registries, in order to maintain accurate records; and, Prepare certificates for the families for their Sacramental record keeping

Prepare programs, registration packets, and provide general clerical support as needed

Support additional faith formation/outreach/social justice programs: e.g. Vacation Bible School, Youth Ministry Programs

Perform data entry and tracking for all activities to include preparation of Diocesan/parish permission and waiver forms

Assist in web site presence including announcements, calendar and forms

Handle youth group event logistics and coordination to include calendar, publicity, adult team communication, preparation of facility, speakers, musical groups and other talent

Administration duties for ongoing programs including, but not limited to: Lunches for Those in Need, Our Daily Bread, National Catholic Youth Conference, World Youth Day, Domestic and International Solidarity Mission trips, Work Camp, Mini Camp and a variety of fundraisers

Help uphold our commitment to ensure the safety, protection and care of minors by coordinating the Archdiocese of Baltimore safe environment (Virtus) training for all ministry volunteers who have substantial contact with children and youth

Prepare and follow up on reference checks, perform criminal background checks, and verify Policy Compliance. Complete renewal process annually and as required

Maintain a list/database of qualified ministry volunteers for quick reference of those who are Virtus qualified ensuring that all records are properly maintained

Manage calendars for all activities

Assist with Speaker and event preparation and coordination throughout the year

Collect, Record and Track payment details for all programs and events

Prepare payment documentation for the Bookkeeper who will make the actual deposit of funds, including obtaining appropriate signature for each process including check requests and disbursements

Communicate with families regarding payment due dates and handle requests for financial assistance

Encourage faith formation leaders and aides, children, youth, parents, peers and other adults to make use of the church library

Coordinate and support ministry volunteers for various tasks, including the church library, to help augment the Faith Formation office staff

Qualification

Microsoft Office SuiteData processingMinistry PlatformOrganizational skillsMulti-taskingCommunication skillsConfidentialityTeam collaboration

Required

High School Graduate with at least 3 years secretarial/administrative experience

Proficiency in Microsoft Office Suite: Word, Excel, and Publisher

Superior data processing skills (Ministry Platform a plus)

Ability to compile quantitative information for reporting and bookkeeping

Comfortable using the internet and using technology, with a willingness to keep up with new technology as it becomes available and is needed

Ability to maintain the highest level of confidentiality at all times

This position requires an independently driven person with good pastoral, communication organizational skills

Must be a practicing Catholic

Ability to multi-task is critical

This person must comply with Maryland laws requiring reporting suspected child abuse to civil authorities

In our team environment, it is necessary that the candidate be ready to collaborate and work to achieve team results

An understanding of pastoral relationship with those we serve in an attitude of Christian charity is also necessary

Above all, this person will serve the mission of the Archdiocese of Baltimore and of St. Michael Church to promote a welcoming, worshiping community of faith, hope and love