Administrative Assistant

Administrative Assistant

The Pontifical John Paul II Institute is a small, Catholic graduate school of theology devoted to the study of the truth about the human person in all its dimensions: theological, philosophical, anthropological, and cosmological-scientific. The Institute centers its study of the person in the community that is the original cell of human society, namely, marriage and family, by way of four degree programs: Master of Theological Studies; Ph.D. in Theology; Licentiate in Sacred Theology; Doctorate in Sacred Theology.

The Institute is seeking an Administrative Assistant who will fill the following role on our administrative staff:
1. To provide administrative support to the three faculty members who advise the M.T.S., S.T.L., S.T.D., and Ph.D. programs. These activities include:
a. Scheduling, proctoring, coordinating, and preparing paperwork for program elements of all degree programs
b. Maintaining records for tracking student academic progress
c. Scheduling meetings and maintaining the calendars for program advisors
d. Communicating with the Institute officials

2. To function as a receptionist for the Institute. Responsibilities include:
a. Answering the main telephone line
b. Welcoming guests as they arrive for appointments

3. To support other general Institute functions:
a. Assisting the Registrar with administrative tasks including transcript requests, enrollment verification, and registration
b. Assisting the Associate Dean with administrative tasks relating to accreditation, reporting, and document preparation
c. Maintaining and updating portions of the Institute's website, YouTube channel, and other digital or online media
d. Assisting with annual Institute events, including the fall picnic and Christmas party, student orientation, graduation, lectures, and conferences
e. Ordering office supplies
f. Occasional light editing or drafting of letters, memos, etc.

Qualifications and Abilities:
• Practicing Catholic
• Support for the mission of the Institute (see mission statement)
• Familiarity with an academic environment
• Outstanding human relations skills
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Committed team player with strong interpersonal communication skills
• Effective multi-tasker
• Able to work with time-sensitive deadlines
• Able to handle confidential information with discretion
• Able to work on weekends or in the evening for specific events (conferences, lectures, exam proctoring)
• Proficiency in Microsoft Office; experience with WordPress, graphic design, and video editing a plus
• Bachelor's degree or an equivalent combination of education/experience.

To apply, please submit a cover letter and resume as soon as possible to the Institute's Associate Dean for Programs and Administration, Nick Bagileo, at [email protected].