Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position provides leadership to the Chancery support staff at the Office of the Bishop while fostering a cohesive team environment. This position works closely with the Chancellor and Chancery staff to maintain office procedures. 

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Performs a wide range of administrative duties for the Bishop Emeritus, Vicar General/Moderator of the Curia, and Chancellor/Vice Moderator of the Curia.

• Coordinates and schedules business, social and personal appointments of the Bishop Emeritus on the Outlook calendar. Maintains an accurate calendar of appointments and meeting schedules.

• Coordinates and organizes the activities of the Bishop’s Office, tracks projects involving the Bishop Emeritus:  international, national, regional, state and Diocesan.

• This position is responsible for effectively managing various budgets.

• Prepares and monitors various budgets including Bishop’s Office, Retired Bishop, Kramer House, Auxiliary Bishop, and Merciful Heart Hermitage Retreat Center. 

• Daily screens and sorts all incoming mail and communications to the Bishop Emeritus; determines priority and routing of each item; responds and provides answers and information; refers items to appropriate individuals and follows up to ensure proper handling. 

• Coordinates the formatting and communication of decrees for the bishop. 

• Coordinates and maintains clear, accurate calendar for the Bishop Emeritus and that appointments and schedules are fully documented. 

• Coordinates yearly fiscal calendaring of meetings in collaboration with the Executive Administrators in the Bishop’s Office  

• Coordinates travel and hotel arrangements for the Bishop Emeritus and prepares necessary materials and folders with pertinent information for the meetings. 

• Maintains an organized, up-to-date, and easily accessible filing system for Chancery and Bishop’s Office, while ensuring that correspondence, records, reports, and other related documents are always easily identified and located. 

• Accurately composes, types, and transcribes correspondence, reports, memorandums, minutes, and other documents for the office, as directed.

• Responsible for working with the Executive Administrator for the Vicar General Moderator of the Curia for accurately taking and distributing minutes for the Presbyteral Council, Review Board, College of Consultors, Directors, Advisory Board-Pastoral Response, Ethics in Ministry Board (EIMB), Administrative Curia Council and other confidential meetings as assigned.

• Collaborate with the Office of Mission Advancement to oversee details for the annual Advisory Board retreat and other meetings as directed by supervisor. 

• Translates correspondence from English to Spanish or Spanish to English, as necessary.

• Organizes and plans functions and/or special projects with responsibility for initiating and organizing required actions, with follow-up to ensure timely implementation. 

• Coordinates screening of incoming meeting requests for the Bishop Emeritus. Ensure setup organization for meetings, events, or conferences such as securing conference room, ordering/setup of food and refreshments, arrange audio visual support when necessary. 

• Works in collaboration with the other Executive Administrators and Chancery Executive Assistants in the Bishop’s Office to keep accurate and up-to-date records of all diocesan committees, coordination of calendars, and major events. 

• Conducts employee evaluations for all Chancery Administrative staff.

• Coordinates the scheduling of confirmations and other liturgies for the bishop in collaboration with the other Executive Administrators and Chancery Executive Assistants. 

• Takes minutes in meetings as directed by the Bishop, Vicar General or Chancellor. 

• Contributes to a team approach to working in the Bishop’s Office by providing excellent communication and support to colleagues. 

• Provides direction and day-to-day supervision of all the Chancery staff including Administrative Assistant II and Administrative Assistant for Confirmation and administrative volunteers.

• Develop cross-functional training process and opportunities for all Chancery Administrative staff that support employee development and growth amongst the team.

• Maintain a clean and neat environment.

Additional Job Functions

• Performs any job-related tasks deemed necessary or as assigned by the Bishops, Vicar General/ or Chancellor/Vice-Moderator of the Curia.

Knowledge, Skills, and Abilities Required

Minimum Qualifications

• Associate degree in or vocational certificate/training in Business.

• Formal training in computer software applications and office procedures.

• Five years’ work experience in an equivalent position with similar job functions.

• Active, practicing Roman Catholic in full communion with the Church.

Work Environment

• This job operates in a professional office environment. 

• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend, or stand, as necessary.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list 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.