Administration Coordinator Jobs in Bothell, WA (NOW HIRING)

GENERAL INTRODUCTION:

The Archbishop, visible principle of unity in his archdiocese, is called to build up the particular Church unceasingly in the communion of all its members, and to ensure that their diverse gifts and ministries, in union with the universal Church, serve to build up all the faithful and to spread the Gospel. (Apostolorum Successores 8).  He must take care that all the affairs which belong to the administration of the whole archdiocese are duly coordinated and are ordered to attain more suitably the good of the portion of the people of God entrusted to him.” (Apostolorum Successores 177).

Each position employed in the Chancery helps to extend the ministry of the Archbishop in particular ways as outlined in the position description.

GENERAL SUMMARY OF ESSENTIAL PURPOSE:

The Planning & Mission Coordinator supports Archdiocesan strategic and pastoral planning efforts to improve the mission effectiveness of Catholic ministries across western Washington (parishes, schools, and Catholic charitable ministries). The Planning & Mission Coordinator is motivated to use their talents in service of the evangelizing mission of the Catholic Church (Matthew 28: 18-20) and possesses the capacity to efficiently manage multiple relationships and a variety of tasks. They are effective partners within the Office for Planning & Mission Effectiveness, supporting regular departmental operations and providing communications, technology, interpersonal relationship management, design, and data analysis support. The Planning & Mission Coordinator reports to the Director of Planning & Mission Effectiveness.

ESSENTIAL POSITION DUTIES:

1. Collaborates with Planning & Mission Effectiveness team to support pastoral planning, strategic planning, and initiatives to improve the mission effectiveness of all ministries in the Archdiocese.
2. Provides general administrative and operational support for the Director of Planning & Mission Effectiveness, Parish Liaisons, and other team members, including handling inbound communications (phone, email, and mail), document preparation and proofreading, file and record management, supply purchasing, and calendar coordination.
3. Provides project coordination support for department-led initiatives by coordinating meeting logistics, stakeholder communication, and tracking of work to completion. Ensures timely completion of own tasks, demonstrating excellent organizational and collaboration skills.
4. Drafts, edits, formats, and reviews official written materials, such as reports, summaries, presentations, agendas, surveys, briefing documents, and internal and external communications, ensuring clarity, accuracy, and consistency.
5. Provides staff and administrative support to councils and committees, by scheduling meetings and retreats, coordinating event logistics, recording minutes, distributing materials, and supporting meeting technology (Zoom and Microsoft Teams).
6. Supports departmental trainings and events (virtual and inperson) by managing registrations, assisting with event planning and preparation, staffing in-person and virtual events, and assisting with postevent communications and documentation.
7. Supports Data Analyst with previously established data collection management and validation processes through data collection and entry, collection progress monitoring, and basic data formatting/reporting using tools such as Microsoft Excel, MissionInsite, and ParishStaq.
8. Supports basic departmental financial processes, including processing invoices, mileage and check requests, vendor coordination, and recordkeeping.
9. Other duties as assigned

ESSENTIAL QUALIFICATIONS:

Primary:

1. Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop.
2. Ability and desire to use God-given gifts and talents in service of the local Church in support of the collaboration between lay and ordained Ministers.
3. Willingness to conduct all interactions on behalf of the Archbishop’s Communications with respect and Christian charity.
4. Education:
   1. Bachelor of Arts or Science degree preferred.

Experience:

1. At least 2 years’ experience as an administrative assistant, coordinator, or similar role.
2. Proficient in web conference call platforms (e.g., Zoom) and MS Office tools (Teams, SharePoint, Word, Excel, Power Point, and Access).  Experience with budgets and financial operations.
3. Experience working on cross-functional teams.
4. Experiencing proofreading/copy-editing presentations and written reports.

Other Elements:

1. Excellent communications skills.
2. Ability to maintain high standards of confidentiality.
3. Ability to work with various personalities and within various contexts in a consistently professional manner.
4. Excellent organizational skills, time management skills, and attention to detail.
5. Relationship and service driven, eager to connect and assist others.
6. Self-starter, able to consider issues and come to reasonable solutions independently.
7. Bilingual competencies (particularly Spanish/Vietnamese) and/or experience working across multiple cultures are a plus.
8. Available to work full-time in-office at the Archdiocesan Chancery. Availability for occasional weekend event support.

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.