Position Summary:

This position is shared by the Office of the Archbishop and the Basilica of the National Shrine of the Assumption of the Blessed Virgin Mary. The position is responsible for certain administrative duties in the Archbishop’s Office, and for certain coordinator-level duties in the Basilica, as outlined below.

The Administrative Assistant in the Archbishop’s Office handles a wide range of administrative and executive support-related tasks and works independently with limited supervision.

The Coordinator of Formation works with the Missionary Director of Formation to guide missionaries in the way of Christian discipleship. The Coordinator creates formation content to be shared with the missionaries, oversees their growth in the areas of formation—intellectual, apostolic, human, and spiritual—and manages relationships with outside contractors who assist with missionary formation. The Coordinator of Formation also functions in an administrative capacity, to keep accurate records of each missionaries’ engagement and maturation in the missionary program.

Essential Functions:

As an Administrative Assistant:

• Maintains a detailed file system, both digital and physical, and follow-ups on mail sent from the Office to Department and Division Directors in a timely manner.
• Maintains database of addresses and other information as required. Audits regularly for accuracy of data and information.
• Answers incoming calls in a courteous and professional manner. May receive calls regarding complaints that are to be handled through first-call resolution or referred for resolution by the appropriate party.
• Takes direction from the Executive Assistant

As the Coordinator of Formation:

Programs/Schedules

• Meets weekly/monthly with the Missionary Formation Team to set program agendas and respond to missionary/program needs.
• Works with the Formation Team to create weekly content for formation seminars.
• Works with the Campus Life Director and City Outreach Coordinator to manage the weekly schedule of missionaries.
• Oversees missionary small groups: generates small groups, and discussion materials, and oversees the training of small group leaders.
• Coordinates with outside contractors (seminary faculty, clergy/religious, lay advisors) who assist with missionary formation.
• Assists with the creation of missionary retreats, orientation programs, and group outings.

Administrative

• Maintains missionary formation records: the documented progress of a missionary’s growth in the program under the guidance of a Formation Advisor.
  • These records are generated through monthly formation reports for each missionary: schedules of meetings with Advisors, stated missionary goals for the missionary year, feedback from the missionary regarding health/growth in the program, and insights from Formation Advisors regarding the well-being of the missionary and his/her progress in the program.
• Manages costs associated with the Formation Program: submits funding requests, requests checks, and gives all receipts for formation costs to the program accountant.
  • Works with the Formation Team and Director of Formation to generate a program budget for the missionary year.

Staff Management

• Together with the Director of Formation and the Executive Committee, consults on the hiring of Formation staff.
• Works with the Director of Formation to train formation staff for work with missionaries.
  • Ensures that all formation staff understands the program philosophy of formation.
  • Organizes a summer workshop for formation staff on program methods.
  • Oversees the work of formation staff to ensure that each is meeting position expectations in work with missionaries.

Required Education and Experience:

• Bachelor’s degree or equivalent experience.
• Must be a practicing Catholic who adheres to all the magisterial teachings of the Roman Catholic Church. Personal experience in an established formation program in the Church is required.
• 3-5 years experience directly supporting a C-suite executive. Minimum 3 years prior experience in Catholic education.
• Proficiency with various software, including MS Word, Excel, Access, PowerPoint

Required Knowledge, Abilities, and Skills:

• Must be able to maintain a high degree of professionalism, confidentiality, and discretion.
• Excellent written and oral communication skills are essential.
• Must be able to work independently or as a member of a team.
• Demonstrated intercultural competency.
• Ability to work positively and effectively with others; respond to multiple demands respectfully; prioritize work and meet deadlines while remaining flexible and efficient.
• Strong attention to detail

Job Snapshot