Job Attributes

Work Schedule/Shift

8am-5pm

Job ID

5000401456106

Req. No

70029963

Job Title

Administrative Assistant

Region

CHRISTUS System Office

Category

Administrative/Clerical

Division

Not Defined

Company

CHRISTUS Health

Travel

None

Facility

CHRISTUS Health-68600

Address

4503 Broadway St
San Antonio, TX  78209
US

Type

Full Time

Apply Now Administrative Assistant Job in San Antonio

POSITION SUMMARY:
This position supports the General Leadership Team (GLT) and the mission of the Sisters in the Incarnate Word. Under the Supervision of both the Director of Archives and Records Management and the Director of the Heritage Center, the Administrative Assistant is responsible for administrative support for Directors in the Heritage Center in a bilingual environment, which includes:
  • Respond to inquiries from onsite visitors, email, and phone
  • Support tours of the Heritage Center to individuals and groups
  • Assist with exhibits and programming
  • Provide support for digital and physical initiatives and projects
  • Routine tasks for the daily operations
  • Maintain materials necessary for the functioning of the archives and Heritage Center
  • Assists at events that occur at least one weekend each month
MAJOR RESPONSIBILITIES
  • Assist with production and filing of physical and electronic documents, storing them in the appropriate physical area and virtual drive
  • Field inquiries from Directors, staff, and Sisters (English- and Spanish-speaking), by utilizing computerized and/or web-based databases and other tools, including obtaining proper authorization for use of confidential documents
  • Support tours for the Heritage Center
  • Assist with digital projects as well as general support of the projects as needed
  • Utilize current computer operating systems and software programs, with the ability to quickly learn additional computer programs as needed
  • Perform daily duties, including;
    • monitoring temperature and humidity in the repository
    • opening and closing of the Heritage Center exhibit on a daily basis
    • picking up mail from the Generalate
    • Digitization and tracking progress of collections materials being digitized
    • Order and maintain supplies necessary for operations
  • Meet required deadlines
  • Maintain working area in orderly, presentable fashion
  • Support the security of the Archives, Heritage Center, and Chapel of the Incarnate Word
  • Perform other duties as assigned/requested by area Directors
  • Assist/attend Mass every second Sunday of the month in the Chapel of the Incarnate Word (weekday schedule will be adjusted to not exceed 40 hr/week)
  • Assist/attend at Chapel of the Incarnate Word Sunday concert series, and at weekday, early evening special events/ceremonies when they occur (weekday schedule will be adjusted to not exceed 40 hr/week)

QUALIFICATIONS:

A. EDUCATION:

  • High School diploma

 B. EXPERIENCE:

  • Minimum of two (2) years of administrative level secretarial experience

 C. LICENSURE/CERTIFICATION: NONE

 D. EQUIPMENT/SKILLS:

  • Demonstrated advanced computer skills with Microsoft Outlook, Word, Excel, PowerPoint, and Access Database Management
  • Adobe software (Photoshop and Adobe Acrobat) experience preferred
  • Excellent time management and organizational skills
  • Attention to detail and analytical skills essential
  • Excellent written and verbal communications skills
  • Strong customer services skills
  • Demonstrated ability to manage multiple priorities and projects on deadline
  • Maintains positive attitude
  • Bilingual in English/Spanish strongly preferred
  • Liturgical experience in the Catholic Church strongly preferred

 E. WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

  • Must be able to lift 40 lbs
  • Must also successfully complete the pre-employment/post job offer health screening examination, and the annual screening each year thereafter as an employee.

 F. OTHER:

  • Cover letters and lists of references strongly preferred
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