Name: Diocese of San Diego, Pastoral Center

Location: 3888 Paducah Drive, San Diego, CA 92117

Reports to: Director of the San Diego Diocesan Institute (SDDI) and the Director of Evangelization and Catechetical Ministry 

Employment Type: Full Time (35 Hrs.)

FLSA Status: Non-Exempt

Pay: $20 - $23/hr.

To Apply: Please include a brief cover letter with your application that outlines your desire to serve the Catholic Church in this capacity.

Job Summary:

 This will be supporting both OECM and SDDI, assisting both directors with admissions, especially in the areas of public relations and publicity, particularly with various cultural groups. This position assists in but not limited to: performing clerical functions, extensive data entry, maintaining and creating new databases, preparing reports, flyers, brochures, materials and manuals for workshops, courses and scheduling and setting up meetings. Please note that position will require some work on evenings and weekends.  

Diocesan Institute Responsibilities:

Assist the director to help students in planning their course of study by identifying student needs and responding to requests for information, course needs, academic planning, etc. Assist the director in the planning of goals, objectives and strategies for the Institute and in the preparation of the annual budget. Coordinate the details for each Institute class:

Prior to First Class Session

• Reserve Pastoral Center rooms ASAP & audiovisuals
• Enter registered and paid students into quarterly database
• Send course confirmations at least one week prior to start date
• Check to make sure textbooks received, if applicable

First Class Session

• Print Attendance List and provide to instructor by first class; also, emails if applicable
• Prepare Handouts, if any
• Take books, if applicable. Label prepaid book with student name.

Second & Third Class Session

• Give instructor updated Attendance List; also, emails if applicable
• Bill anyone with unpaid tuition and books 
• If student drops class, issue refund

Next to Last Class Session

• Give instructor evaluation forms
• Give instructor Grade Sheet and Attendance List

Once Final Grades and Attendance List Submitted

• Generate check request for stipend based on student count and course contract
• Enter grades into quarterly database and transfer to Student File
• Email/mail student grades
• On a quarterly basis, archive grades and payment lists as PDFs
• Scan Attendance List and Grade Sheet submitted by instructor and archive

University of Dayton Grades

• Enter in quarterly database
• Transfer to Student File
• Send grades to students
• Place Dayton information in PDF course archives

Set up and oversee the financial, instructor and student academic record keeping of the SDDI

• Maintain student files (knowledge of FileMaker Pro is a plus)
• Maintain mailing list
• Provide status to students seeking certificate at least once a year; if all criteria met, award certificate
• Process credit card payments
• Deposit payments
• Generate check requests
• Generate and submit journal entries
• Submit monthly sales taxes owed
• Reconcile monthly credit card statements received from Finance Office
• Complete quarterly budget prior to deleting records in said quarter

Handle requests for information from students, instructors and the public

• Respond to requests for information by telephone/email/correspondence
• Handle any media equipment requests from instructors

Assist the director in design and distribution of informational bulletins and advertising regarding courses of the SDDI, in languages appropriate to cultural groups (particularly English and Spanish)

• Update certificate brochures
• Flocknote
• Social Media Posts
• Support with updating of website

Evangelization and Catechetical Ministry Responsibilities: 

• Perform clerical/secretarial duties for supervisor and staff
• Answer telephones professionally and direct calls appropriately 
• Responds to inquiries from directors for catechetical ministry, catechists, and pastors, and clarifies policies
• Order and purchase office supplies, books and materials
• Schedule meetings and assist in the organization of departmental events (both onsite & offsite)
• Schedules Pastoral Center rooms for meetings and events, provides set up and hospitality when needed
• Maintain and create new databases as needed
• Maintains the catechist computer ACCESS database
• Data entry- update parish contact lists, transcripts, and certifications for all catechists and school religion teachers
• Prepare and send regular and bulk mailings
• Attend staff and planning meetings when appropriate
• Compiles, types, designs and formats workshop flyers and materials
• Prepares materials for Basic Catechist Formation courses, processes registrations and prepare certificates and permanent record cards
• Process income and check requests, maintain petty cash
• Bills parishes for past due fees when necessary
• Assists in payment of accounts payable and maintains financial records
• Assist in translating materials when appropriate
• Assists with email and social media communication and updates website in both English/Spanish
• Fill in at Pastoral Center reception desk as scheduled
• Ability to lift up to 50lbs
• Other duties as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Three years’ administrative assistance experience
• Demonstrated experience in creating marketing materials
• Knowledgeable in Microsoft Office and Teams
• Bilingual (English/Spanish) required
• Knowledge of the Catholic Faith.
• Experience with graphic design platforms 
• Knowledgeable in social media communication
• Experience in evangelization, catechetics, catechetical terminology preferred

Supervisory

• None

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the Pastoral Center facility to attend meetings, briefings, and other work-related events. The employee must occasionally lift and/or move up to 50 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The Catholic Diocese of San Diego is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.