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Dept: Programs

Program: Small-Town and Rural Ministry

Reports to: Director of Rural Ministry

Work Schedule: 8:00-5:00, Monday-Friday, occasional evenings and weekends as needed.

Position Type: Full-Time

FLSA Status: Non-Exempt

Summary: The Rural Ministry Coordinator provides administrative, programmatic, and clerical support to the Director of Rural Ministry. The coordinator, under the guidance of the of the Director of Rural Ministry provides operational support in all aspects of the program, as needed, and coordinates procedures for handling documentation submitted by external partners, diocesan coordinators of Rural Ministry, and rural students. The coordinator takes special care of the rural and small towns program to support in the facilitation of day-to-day operations of the program, the outreach with regional and national consultants and partners in rural and small-town ministry, lay formation and young adult formation as assigned, and reinforcing communications with the diocesan offices participating in the initiative. The coordinator also supports the Director of Regional Programs as those programs relate to Rural Ministry.

This position is grant-funded through December of 2029 and is subject to change and may be impacted by external factors.

Position responsibilities include:

· Perform duties related to administrative, programmatic, and clerical support for the project and serve as initial contact from inquiries.

· Interface with other departments and communicate with external organizations and other contacts, as requested by the director.

· Maintain and manage the administrative filing system and files for the project.

· Process and record Purchase Orders for payment of invoices incurred by the project.

· Design bilingual multimedia promotional material (e.g., website, newsletters, print and social media platforms) and informational publication for public distribution or MACC’s quarterly newsletter and related public relations.

· Prepare and submit all financial transactions of the program: check requesting, invoices, grant-related costs with the Finance Office.

· Assist the program director in managing project dealings (such as contracts and arrangements) with printers, mailers, general advertisers, and suppliers.

· Keep the Director of Rural Ministry well informed and document meetings with notes or minutes as assigned, and assist with the director's urgent meeting deadlines.

· Provide administrative support to the Program Director, including preparing and mailing materials to partner dioceses and for marketing.

· Prepare information and documents needed for project reports, subgrant requests and reports, and other communication.

Provide administrative support in tracking student registration, academic advising progress, and communication with partnering diocesan coordinators and other partners.

Field inquiries regarding the College’s initiatives and route inquiries to the appropriate director/staff

· Research consultation opportunities with National Providers, as assigned by the Director of Rual Ministry; facilitate contacts scheduling and potential work flow with any contracted consultants.

· Assisting in supporting all rural ministry certificate applicants throughout the application process.

· Provide administrative support to the Regional Director as assigned by the Director of Rural Ministry.

Other Responsibilities:

· Assist with the planning, coordination, and execution of program events, conferences, workshops, meetings, and special initiatives, including logistics, vendor coordination, registration, materials preparation, and on-site support as assigned.

· Regularly engage in personal growth, professional development, theological study, prayer, charity and justice work, and spiritual formation.

· Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others.

· Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to students’ names and information, services rendered to students, donors names and gifts, board members’ information, internal and external investigations or results of any investigations, and financial information.

· Adherence to the Code of Conduct and the Faith and Morals Policy of the Archdiocese of San Antonio is mandatory.

· Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.

· Perform other duties as assigned.

Minimum Qualifications:

· Experience

· Three years or more of experience performing a variety of complex administrative support duties, including recording minutes, word processing, work with graphic designing software, and filing systems.

· Must be bilingual in English and Spanish.

· Strong organizational and project coordination skills with the ability to manage multiple event-related tasks, timelines, and logistics while maintaining attention to detail.

Education

· A Bachelor’s degree in Business Administration or a related field, or additional experience in lieu of education.

Minimum Knowledge and Skills:

· Effective oral and written communication skills, including proficiency in English and Spanish, grammar, punctuation, and composition;

· Proficiency in general office practices, procedures and equipment;

· Demonstrated proficiency in Office 365 (Word, Excel, PowerPoint, etc.), graphic design programs such as Canva, and database programs such as Populi or Canva, and ability to learn new programs;

· Able to multi-task and manage interruptions, strong organizational skills and ability to work with minimal supervision; must be able to develop own routine, anticipate needs, and follow projects through to completion;

· Ability to maintain strict confidentiality;

· Ability to work cooperatively with other colleagues and departments;

· Must be detail oriented, organized, self-motivated, work well independently and cooperatively on a team;

· Ability to write and format letters for different occasions;

· Ability to organize files and office systems; Experience with computers and office software.

Travel Requirements:

Travel requirements for the position includes approximately 5% local and 2% overnight.