Office Coordinator (Secretariat Office)

Maryknoll Sisters of St. Dominic, Inc., is a congregation of Catholic religious sisters who have served as missionaries since 1912, when we became the first group of Catholic sisters in the United States founded for overseas mission. Today, we have more than 200 sisters serving in 18 places around the world and throughout the United States, including at our Center House in Ossining, N.Y. Our sisters and lay staff work as collaborative partners to realize our mission: “Co-creating a one earth community where the values of whole-making, mission and contemplation are being lived out.”

POSITION SUMMARY

This position coordinates the Secretariat office operations for the Congregational Leadership Team.

This position involves keeping the Maryknoll Sisters Congregational records and statistics, and facilitating the Leadership Team’s communications with members, and with other pertinent organizations and individuals.

ESSENTIAL FUNCTIONS, LISTED IN PRIORITY

1. Maintains and updates the Maryknoll Sisters' Personnel database and personnel directory (updating, publishing, and distribution).
2. Coordinates overflow workload between the Secretariat and the Executive Secretary to the CLT through regular meetings. Ensures proper work coverage of essential functions during absences of Executive Secretary to the CLT, as requested.
3. Maintains the Congregation’s General Files, transfers materials from

Secretariat to Maryknoll Mission Archives according to established criteria.

Maintains membership statistics and various records according to established

criteria and procedures. Completes and updates Maryknoll Sisters files and records for

church institutions as requested.

Processes incoming and outgoing mail, including re-directing as necessary

to Sisters overseas, sending bulk mailings such as Leadership Team releases

(Sisters Connecting), responding to miscellaneous letters, and handles member

license renewals (e.g. drivers, nursing).

Responsible for the administrative tasks that follow upon the death of a

Maryknoll Sister, and the deaths of immediate relatives of Sisters whose

regional membership is other than the Center.

Designs, compiles and prepares information and articles for the bi-monthly

issues of the Congregational newsletter, Sisters Connecting, and other in-

house publications, as requested.

Updates the membership portal on the Maryknoll Sisters website,

as requested.

OTHER FUNCTIONS

• Arranges for care of Congregational Leadership Team cars to include: recording monthly mileage use; arranging for service as scheduled, and informing the appropriate office in Treasury of any problems or maintenance needs beyond the scope of general service.
• Ensures with Secretariat staff the weekend check of CLT e-mails forwarding to CLT members; and ensures that notifications regarding deaths of Sisters and other important information is handled on evening and weekend hours.
• Participates in meetings as requested by the General Secretary, or required by the

Leadership Team.

• Purchases food and kitchen supplies, as needed.
• Replaces office supplies as needed in hall closet.
• Arranges refreshments for meetings, as requested.
• Assists Sisters in the Center with secretarial duties.

REQUIREMENTS TO CARRY OUT ESSENTIAL FUNCTIONS

KNOWLEDGE, SKILLS AND ABILITIES:

(including aptitudes, temperament, interests, and physical stamina)

(a) Ability to maintain strict confidentiality.

(b) Possesses supervisory skills, the ability to take and give direction, to negotiate,

to promote harmonious relationships.

(c) Ability to analyze and perform precise written and verbal tasks accurately.

(d) Communication skills: able to greet people graciously, inter-relate effectively,

(e) Compose correspondence appropriate to the purpose; able to remain focused through interruptions.

(f) Skilled in the use of Microsoft Office 365 Business and database maintenance.

(g) Ability to become knowledgeable of Maryknoll as an organization with a special purpose.

EXPERIENCE REQUIRED

• Wide variety of secretarial skills.
• Office management and supervisory experience.
• Excellence and practice in written English.

MINIMUM FORMAL EDUCATION REQUIRED

• Bachelor’s Degree in Management and Personnel preferred, or equivalent experience.

PERFORMANCE STANDARDS FOR ESSENTIAL FUNCTIONS

The Maryknoll Sisters’ Personnel Address Directory is kept current and distributed on schedule.

The Congregation’s General files, including membership statistics and records are accurately maintained according to established criteria.

A cordial, gracious atmosphere exists in the Secretariat Office and with all who have dealings with the Office.

Administrative tasks following upon the deaths of Maryknoll Sisters or Sisters’ relatives are completed in a timely manner.

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance