Job Opening: Administrative Assistant

Job Opening: Administrative Assistant

COMMISSION ON THE FRANCISCAN INTELLECTUAL-SPIRITUAL TRADITION SEEKS ADMINISTRATIVE ASSISTANT

JOB TITLE:

Administrative Assistant

SUPERVISOR:

Chair, Commission on the Franciscan Intellectual-Spiritual Tradition (CFIT)

PURPOSE OF THE POSITION:

The Administrative Assistant for the Commission on the Franciscan Intellectual-Spiritual Tradition (CFIT) works in tandem with the Chair and other Commission members to facilitate the effective and efficient internal operations of the organization, in particular, the creation and distribution of documents and tasks related to the Commission’s Executive Committee and full board meetings.

OPTIMAL QUALIFICATIONS:

1. Familiarity with the Franciscan charism and experience working with the Franciscan family.

2. Minimum of 1 to 3 years’ administrative experience with excellent understanding of office organization, maintenance of organizational files and records, and best clerical practices, with attention to detail, timeliness in completion of tasks, and adherence to confidentiality.

3. Experience working in a variety of professional and nonprofit settings, domestically and internationally.

4. Excellent writing, editing, and verbal presentation and communication, and organization skills.

5. Knowledge of and ability to create documents in standard formats using MS Office programs, including Word, Excel, Publisher, etc., and to schedule online meetings using appropriate software, e.g., Zoom.

6. Excellent interpersonal skills dealing with people from a wide people from a wide variety of cultural, linguistic, socioeconomic, national, and ethnic backgrounds.

DUTIES AND RESPONSIBILITIES:

Under the supervision of the Chair of CFIT and in collaboration with the Executive Committee and Board, the Administrative Assistant will:

  1. Maintain a current list of Board members and their contact information.
  2. Assist in scheduling meetings of the full Board and the Executive Committee.                                                     
    • Work with Chair and other Board members to set a date and time for a meeting.
    • Develop an agenda and collect all documents needed for a meeting.
    • Record and circulate minutes of those meetings.
    • Distribute communications from Board Chair and Executive Committee to Board members.

    For in-person meetings (perhaps one or two times a year, prior to COVID):

    • Arrange with the hosting facility for specific needs for the meeting, e.g., meeting room(s), AV equipment, meals and other food and beverages, recording of meeting, etc.
    • Contact Board members to arrange travel information, including hotel accommodations and travel arrangements.
    • Collect from Board members and any guests their list of expenses for the meeting and submit expenses to the CFIT Treasurer for payment.
    • Arrange with CFIT Treasurer for payment of meeting-related expenses.

    For online meetings:

    • Distribute the invitation link to join a meeting.
    • Arrange for recording of the online meeting, if desired.
     
  1. Maintain a calendar that includes key events and other relevant dates.
  2. Assist with identifying and building relationships with significant partners for CFIT.
  3. Participate ex officio in meetings of the CFIT Executive Committee and the full Board.
  4. Assist with the preparation and updating of Policies and Procedures and other organization documents, as directed by the Chair and the Executive Committee.
  5. Maintain and archive all documents, images, and photos related to the administration of CFIT.
  6. Execute any other duties as needed.

CLASSIFICATION:

Part-time, ranging from 15 to 35 hours a month, depending on frequency of meetings. 

EMPLOYEE STATUS:

Non-exempt

COMPENSATION:

Hourly rate dependent on experience and education

WORK LOCATION:

at home

APPLY:

Send cover letter and resume by Monday, June 21, 2021, to:

Fr. Dominic Monti, OFM

Chair

Commission on the Franciscan Intellectual-Spiritual Tradition

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Lisa Biedenbach

Written by : Lisa Biedenbach

A graduate of St. Bonaventure University with a BA in journalism, Lisa Biedenbach is president of LAMB Editorial Consulting. She worked in Catholic publishing for more than 30 years, including as product development director for Franciscan Media. She also served the Franciscan Sisters of the Poor in Cincinnait and directed operations for a senior center in southwest Ohio. She lives with her husband Bob on a farm near Hamilton, OH.
© 2017 Commission on the Franciscan Intellectual Tradition. All Rights Reserved.