Diocese of Orange, Pastoral Center
POSITION TITLE: Administrative Assistant
JOB CLASSIFICATION: Non-Exempt, Part-Time
DEPARTMENT/PROGRAM: Mission Office
REPORTS TO: Mission Office Director
SCHEDULE: 29 weekly hours, occasional weekends and evenings
PAY RANGE: $21.00 - $23.00 hourly Based on experience, education and qualifications.
Summary
The Administrative Assistant provides comprehensive administrative, operational, and programmatic support to the Mission Office's work of evangelization, outreach, mission animation, and global solidarity. This role supports the department's full range of programs, including mission education, parish engagement, MCP, World Mission Sunday, missionary visits, pilgrimages, and Mass Intentions. The Administrative Assistant ensures efficient office operations, excellent stakeholder support, and timely coordination of mission initiatives that engage children, youth, adults, parishes, schools, missionaries, and global partners.
The ideal candidate is highly organized, detail-oriented, service-driven, and motivated by the Church's call to mission.
Responsibilities: Because all Roman Catholic Bishop of Orange employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.
The position of Administrative Assistant consists of some or all of the following duties:
Administrative Support (75%)
- Manage calendars, schedule appointments, and coordinate meetings for Mission Office leadership.
- Prepare, proofread, and format correspondence, mission materials, reports, and presentations.
- Maintain organized filing systems (digital and physical), ensuring proper documentation of mission programs, MCP files, missionary correspondence, and events.
- Process invoices, purchase orders, reimbursements, and track departmental expenses.
- Assist with mail distribution, incoming inquiries, and general office operations.
- Support database entry and management related to parishes, schools, missionaries, donors, and programs.
Mission Program & Event Coordination (5%)
- Assist in planning and logistics for:
- School and parish presentations
- Missionary visitation schedules and parish assignments (MCP)
- World Mission Sunday activities
- Mission Immersion Pilgrimage preparation
- Youth and community mission awareness programs
- Prepare presentation materials, educational resources, packets, and outreach content.
- Coordinate event registrations, rosters, communications, and follow-up documentation.
- Assist with vendor coordination, facility reservations, A/V needs, and hospitality as required.
Project & Communications Support (5%)
- Assist with newsletters, mission updates, website content, SharePoint pages, and promotional materials.
- Maintain contact lists and mailing lists for schools, parishes, mission groups, and global partners.
- Support grant, appeal, and program reporting by gathering data, organizing records, and tracking outcomes.
- Help ensure consistent branding and messaging for mission education resources.
Missionary & Community Support (5%)
- Serve as the office's first point of contact for parishes, schools, missionary priests, religious communities, volunteers, and the general public.
- Coordinate communication and paperwork for MCP missionaries, including visas, letters, schedules, and parish assignments.
- Assist with processing Mass Intentions, Mass Cards, and related communications.
General Office & Departmental Support (10%)
- Uphold confidentiality and safeguard sensitive information.
- Assist with special projects, seasonal mission campaigns, and departmental initiatives as assigned.
- Contribute to a warm, welcoming, and mission-focused atmosphere in all interactions.
- Performs other duties as assigned.
Qualifications
- Education: High school diploma or equivalent required; Associate's degree preferred.
- Experience: At least 2 years of administrative experience, ideally in nonprofit, church, education, ministry, or community outreach settings.
- Skills:
- Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
- Strong written, verbal, and interpersonal communication skills.
- Excellent organization, time management, and attention to detail.
- Ability to manage multiple projects and deadlines.
- Professional and service-oriented approach with diverse stakeholders.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Commitment to the mission and values of the Pontifical Mission Societies and the Church's evangelizing mission.
Preferred
- Church or non-profit experience
- Practicing Roman Catholic
- Experience coordinating events, programs, or parish/school ministry activities.
- Experience working in a diocesan or parish environment.
- Familiarity with CRM systems, donor databases, or missionary program coordination.
- Bilingual skills, especially Spanish, highly desirable.
- Knowledge of global mission topics, Catholic mission history, or solidarity-focused ministry.
Work Conditions
- The position primarily involves work in an office setting within the campus premises, requiring frequent use of office equipment such as computers, telephones, printers, credit card swipe, postage machine, and filing systems.
- Evening and weekend work is required to accommodate department programs and events.
- Must be available to adjust the schedule as needed to meet the needs of the Mission Office and ministry activities.
- Regular interaction with children, youth, adults, and volunteers in a professional and faith-based environment.
- Some local travel may be required for department and diocesan meetings or events.
Physical Requirements
- Ability to remain seated for extended periods while performing administrative tasks.
- Frequent walking, standing, and moving around the campus to support programs and events.
- Ability to lift and carry items up to 25 pounds, such as program materials, supplies, and event setups.
- Manual dexterity required for operating office equipment, creating materials, and managing paperwork.
- Visual and auditory ability to communicate effectively with staff, volunteers, and parishioners in person, via email, and by phone.
- Must be able to set up and dismantle chairs, tables, and other equipment needed for campus activities as required.
