Office Manager

Job Summary:

The Office Manager is responsible for hiring and supervising student staff; coordinating volunteers; coordinating staff events; organizing hospitality, including Carbos for Christ, a weekly spaghetti lunch; overseeing office needs and sacramental records; monitoring the building for cleanliness and needed repairs; coordinating room reservations; coordinating Ethics and Integrity in Ministry; and various other duties as assigned. The position reports to the Chaplain and operates with some latitude for the use of independent judgment and initiative.

Ministerial Character

The Chaplain is the visible principle and foundation of unity in the University Catholic Center (UCC), which the Bishop has entrusted to him. He makes Christs mission present and enduring at the UCC. In order to fulfill his mission, the Chaplain employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them his mission and entrusts various responsibilities to them.

Positions employed at the University Catholic Center help to extend the ministry of the Chaplain in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Chaplain in the performance of his ministry and thereby engages in ministry for the Church.

Essential Job Duties:

• As an integral part of your ministry for the Church as carried out in this position, support and uphold the vision of Catholic ministry and the mission of the University Catholic Center in both your professional and personal life.
• Act as a witness to Gospel values by modeling the teachings of Christ.
• Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.

Student Staff & Volunteers

• Interview, hire, onboard, train, and supervise students for front desk receptionist
• Maintain shift duty sheets
• Oversee appreciation initiatives (lunches, bonuses, pay rates)
• Find, train and supervise volunteer librarian, plant caretaker and kitchen coordinator

Staff Events

• Schedule weekly staff meetings, off-sites, lunches and birthday celebrations
• Acknowledge special events - births, marriages, deaths, etc, with cards/flowers
• Coordinate Staff Amazon Wish List
• Keep staff holidays document up to date and on the calendar

Hospitality

• Organize community-wide events such as Baccalaureate Mass receptions and finals snacks - set-up/clean-up, decoration, catering, beverages, Amazon Wish list
• Coordinate Nook coffee cart
• Stock emergency and care supplies (aspirin, cough drops, bandages, etc.) and period products

Carbos for Christ

• Coordinate with student volunteers
• Purchase semester and weekly food supplies

Office

• Schedule HVAC weekly and adjust temperatures as needed
• Keep calendars up to date and accurate for both community and staff
• Respond to Room/Marketing requests and reserve rooms
• Prepare and distribute staff and community parking passes
• Prepare and monitor room reservation and parking lot signage; monitor non-staff signage
• Make sure rooms have posted guidelines and supplies (Kleenex, wipes, whiteboard markers, etc.)
• Work with Business Administrator for IT needs and with Facilities Manager for repairs
• Coordinate copier (repairs in coordination with Business Administrator) - order supplies and paper and call in service requests as needed
• Coordinate postage machine - order supplies and troubleshoot as needed
• Coordinate staff headshots and group pictures
• Order office, kitchen and custodial supplies as needed

Sacramental Records/Liturgy

• Answer questions about sacramental records
• Prepare certificates and name tags for Baptisms, marriages, Confirmation, OCIA, First Communion
• Deliver sacramental records to St. Austin; track delivery of records on spreadsheet
• Coordinate monthly baptism prep classes - confirm attendance, prepare spreadsheet and certificates
• Maintain stock of marriage forms and envelopes and sacramental preparation books
• Copy marriage files before transmittal

Facilities

• Walk building daily for cleanliness and needed repairs
• Coordinate cleaning of tablecloths and rags
• Keep kitchen organized and stocked; clean at the end of each semester
• Keep staff kitchenette organized and stocked
• Keep baptismal font filled to the correct level (in coordination with Liturgy Intern)
• Coordinate Christmas decorations, Christmas poinsettias, and Easter Lilies

Communications

• Prepare Flocknote texts for building announcements (power outages, schedule changes, etc.)
• Coordinate display of schedule signage for front/back doors
• Coordinate banners for outside building - welcome, schedule, crisis pregnancy
• Keep website updated with schedule changes (liturgies, building hours, etc.)
• Keep auto-attendant up to date with current schedule; monitor Mass Times app
• Coordinate printing of worship aids

EIM Coordinator

• Coordinate with STRONG to host an EIM workshop each semester
• Communicate EIM process to new hires
• Conduct annual EIM Audit; keep EIM information on website up to date
• Keep correct EIM information posted on atrium bulletin board

Library

• Accept book donations
• Coordinate with volunteer librarian to make sure new books are added to our collection and that signage is clear and up to date

Knowledge, Skills and Abilities

• Knowledge of the teachings of the Catholic faith
• Skill in leading and working with students of diverse backgrounds and circumstances
• Skill in organization and attention to detail
• Skill in communicating hospitality to students and visitors
• Ability to organize, prioritize, and utilize effective time management techniques
• Ability to maintain appropriate confidentiality
• Ability to work collaboratively with the Chaplain, Business Administrator, Director of Evangelization and Communications, and the rest of the staff
• Ability to adapt to changing circumstances
• Ability to carry out multiple tasks and meet deadlines
• Ability to follow instructions in verbal or written format
• Ability to effectively use standard office communication technology

Minimum Qualifications:

Education and Trainings:

Bachelors degree from an accredited American university or equivalent in a foreign country.

Experience:

Two (2) years of full-time wage-earning experience in a related field.

Language:

English (proficient in conversing, reading, and writing).

Licenses/Certifications:

• Valid Texas drivers license.
• Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

Working Conditions:

• All employees of the University Catholic Center are engaged in ministry and closely tied to the Chaplain in the exercise of his ministry and obligations to the Church.
• The UCC is an at-will employer.
• All buildings and vehicles owned by the UCC are tobacco-free.
• Working in a fast-paced environment with priorities and plans that may change rapidly.
• Working on weekends, evenings, and some holidays may be required.
• Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic prayer and liturgical celebrations.
• Will be required to adhere to established dress codes and conduct standards.
• Will be required to use personal or UCC vehicle to drive to off-site locations.

Information :

• Company : University Catholic Center
• Position : Office Manager
• Location : Austin, TX
• Country : US