Administrative Assistant

SUMMARY

The Administrative Assistant of Liturgy and Music assists in the preparation and coordination of all liturgical celebrations for the Sisters of Providence of Saint Mary-of-the-Woods and in the coordination of all related ministries.  The Administrative Assistant works closely with the Coordinator of Liturgy and Music, the Sisters of Providence chaplain and the liturgy committee with liturgical preparations and concerns. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Coordinate maintenance and provision of furnishings, vessels and supplies for the Church of the Immaculate Conception.


2. Coordinate the preparation and distribution of worship booklets, ministry sheets and ministers’ scripts for liturgical celebrations.


3. Coordinate the scheduling of ministry personnel for all liturgical celebrations of the Sisters of Providence, utilizing the scheduling software, and providing copies to all volunteer ministers, the chaplain, and the Coordinator. 


4. Organize training and continuing education of the ministers as necessary.


5. Collaborate with the Coordinator and artist-in-residence regarding art and environment in the Church of the Immaculate Conception for the liturgical year, special feasts and Sisters of Providence celebrations as requested.


6. Collaborate with the Coordinator and Liturgy Committee regarding the liturgical calendar for the Motherhouse of the Sisters of Providence; works with Saint Mary-of-the-Woods College, Providence Center staff, and other groups and individuals who may use the Church of the Immaculate Conception.


7. Meet with the Coordinator of Liturgy and Music prior to,and after major liturgical seasons of the Church Year and/or major events of the Sisters of Providence for planning, organization of personnel and evaluation purposes.


8. Attend monthly Liturgy Committee meetings and is responsible for taking and distributing minutes of the meetings.


9. Secure copyright permissions.


10. Manage the organization and storage of liturgical music and materials sent to Archives.


11. Supervise volunteers for the printing of daily, weekly, seasonal and sacramental liturgical programs.

SUPERVISORY RESPONSIBILITIES

Volunteers

COMPETENCIES

1. Office skills


2. Ability to relate effectively with others.


3. Ability to read music

QUALIFICATIONS

1. Experience with liturgical preparations for Roman Catholic Liturgies is important


2. Good written and oral communication.


3. Experience related to publications and program design, layout and computer work.


4. Ability to read music


5. Some budgetary skills helpful.


6. Problem solving skills are important.


7. Proficiency in computer programs: Microsoft Word, Publisher, Excel


8. Good attention to details, planning and organizational skills.


9. Creative and artistic abilities welcomed.


10. Flexibility in prioritizing, scheduling and completing tasks.


11. An openness to learn is welcomed.


12. Ability to work independentlyand collaboratively.


13. Confidentiality is important.


14. A sense of humor is encouraged.

EDUCATION AND EXPERIENCE

1. College degree preferred or some higher education acceptable.


2. Varied computer experience important as well as office skills.


3. Some music training and experience with liturgical music highly desirable

PHYSICAL DEMANDS

The Sisters of Providence (Sisters) are committed to the fair and equal employment of individuals with disabilities.  It is the Sister’s policy to reasonably accommodate qualified individuals with disabilities unless the accommodation would impose an undue hardship on the congregation.  In accordance with the Americans with Disabilities Act (ADA) as amended, reasonable accommodations will be provided to qualified individuals with disabilities when such accommodations are necessary to enable them to perform the essential functions of their jobs or to enjoy the equal benefits and privileges of employment.  This policy applies to all applicants for employment and all employees.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

1. Walking, stair-climbing, some carrying and lifting.


2. Repetitive motion included in paper work and computer work.

WORK ENVIRONMENT

1. Work with the Coordinator of Liturgy and Music in separate offices, with office furniture and equipment needed to perform one‘s job.


2. Work space includes the Church of the Immaculate Conception, sacristy and storage areas.


3. Somewhat flexible hours including weekends as well as longer days for special liturgical celebrations, (holy days, special Sisters of Providence celebrations, funerals).


4. Some holiday work may be necessary on rare occasions.

This job description is not intended to be all inclusive. The staff member may be required to perform other work related tasks as assigned or requested by the supervisor or management. The job description is simply a communication tool and is subject to change as the needs prevail. This document is not intended to imply a written or implied contract of employment.