Bilingual Administrative Assistant

About the Role

This position coordinates all registrations and student database record keeping and provides administrative support for the Kino Institute staff in support of the Diocese of Phoenix’s mission to evangelize.

Responsibilities

• Arranges for Kino classroom space with Building Services Department; coordinates with adjunct faculty regarding AV equipment and classroom needs.
• Sets up distance learning platform for Kino courses and provides support for distance learners and adjunct faculty for evening and Saturday courses.
• Orders, inventories, and distributes textbooks for classes.
• Assists with registration of cohort participants, catechist classes, and individual courses.
• Sets up and maintains student files and creates classroom folders for adjunct faculty.
• Assists with the participant database, including student files, transcripts, rosters, and catechetical certificate data.
• Reviews catechist certification database regularly and sends recertification information for Catholic school teachers and catechists.
• Keeps the Kino calendar current.
• Answers incoming phone calls and handles them appropriately.
• Assists manager with graduation planning and implementation.
• Formats catalogs, brochures, and flyers for all Kino Catechetical Institute programs.
• Provides administrative assistance and clerical support for the Manager of Kino Catechetical Institute, including support at faculty meetings.
• Prepares invoices for students and parishes for outstanding tuition, fees, and books.
• Provides assistance for Saturday and evening classes as needed.
• Performs all tasks in both English and Spanish as required.
• Performs other job-related functions to ensure smooth operations and Kino’s customer service focus.

Requirements

• High school diploma or equivalent certificate.
• Three years of experience working in a related position.
• Vocational training in word processing and office procedures.

Skills

• Ability to organize, delegate, set schedules, prioritize tasks, and work both independently and in a team setting.
• Working knowledge of general office procedures, including secretarial techniques, bookkeeping, record keeping, and filing.
• Working knowledge of Microsoft Office applications software.
• Working knowledge of or ability to learn FileMaker Pro software.
• Excellent verbal and written communication skills in both English and Spanish.
• Ability to work occasional nights and weekends.

Work Environment

This job operates in a professional office environment, routinely using 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, which may involve lifting files, opening filing cabinets, and bending or standing as necessary.