Job Description

Admin Assist to Campus Ministry Coordinators & Director of Mission and Heritage

Overview

Ursuline Academy of Dallas is an independent Catholic college preparatory school dedicated to educating young women to become active members in a Global society.

The Administrative Assistant provides support to the Director Mission & Heritage and the Campus Ministry Coordinators, so they can meet their responsibilities to the students and families of Ursuline Academy. This is a 10-month position which includes benefits.

General Authority:

The Administrative Assistant reports to the Principal and is accountable to the Campus Ministry Coordinators and the Director of Mission and Heritage.

Key Accountabilities:

Assists in preparation for all spiritual programs and retreats

Collaborates with Coordinators of Campus Ministry and Director Mission & Heritage in preparing liturgies and prayer services

Supports the smooth operation of Campus Ministry Office and Mission & Heritage Office

Works with Service Coordinator to send out Community Service reports

Reserves all rooms needed for Campus Ministry and Mission & Heritage events and functions

Responsibilities & Activities

Retreats and Other Spiritual Formation

Prepares all necessary paperwork for class retreats including, but not limited to, collecting permission forms, reserving buses, preparing bus binders and sorting students into groups going on retreats

Coordinates logistics on the day of departure of each away retreat

Attending each "away" retreat to support the Retreat Coordinator

Communicates with:

othe School Nurse concerning students with specific medical needs

othe Attendance Office concerning student absences from retreats

othe Director of Security for onsite pick up and drop off area for students

Helps Director of Mission and Heritage prepare materials for new teacher orientation, Angela Retreats, and Ursuline's Mission trip to Montana

Service Learning & Formation

Helps Service Coordinator to maintain documentation of all student Serviam records

Coordinates the annual Christmas Gift Drive

Reserves facility, if needed, for gift collection

Coordinates with Service Coordinator and agencies for gift pick up

Assists in coordination of Employee Serviam Day by posting maps and sign-up sheets

Liturgical and Heritage Event Responsibilities

Obtains supplies for all spiritual programs, retreats and liturgies, especially the ORDO and Liturgical Worship Missals

Prepares worship aids for all school Masses and Special Heritage events.Run the video Power Point worship aid during all school Masses

Ensures worship aid is sent to the printer ten days ahead

Prepares music, presider, and ambo binders for liturgies and special heritage events

Reserves facility for Mass or Prayer Service

Assists with acquiring priests for Advent and Lenten reconciliation services

Sends confirmation letter to priest for reconciliation services, including direction – 3-6 days in advance

Creates the Mass calendar for each semester assigning each first period Theology class attends daily Mass at least two times a semester

Sends daily Mass reminders to the Theology teachers the day prior to them attending daily Mass

Assist Pastoral Life Coordinator with daily Mass set up as needed

General Management Responsibilities

Processes purchase orders and deposits for Campus Ministry Coordinators & Director of Mission and Heritage.

Orders office supplies and forms for Campus Ministry and Mission & Heritage offices

Prepares budget reports for Campus Ministry and Mission & Heritage offices

Experience and Qualifications

Understanding and support of the mission of Ursuline Academy

Excellent organizational skills

Good public relations skills, especially in effectively communicating with students, parents, and Ursuline faculty and staff

Proficient computer skills, especially with databases, documents, and spreadsheets

Ability to multi-task

Punctuality

Ability to work as part of a collaborative team

Interested applicants should download the Employment Application and Background Check forms (found online at https://www.ursulinedallas.org/about/careers), and then email the completed forms along with a resume, letters of reference, and cover letter to employment@ursulinedallas.org.