Rural Ministry Coordinator

About the role

The Rural Ministry Coordinator provides administrative, programmatic, and clerical support to the Director of Rural Ministry. The coordinator serves as the initial contact for inquiries and interfaces with other departments and external organizations as needed. The coordinator maintains and manages the administrative filing system and files for the project, processes and records Purchase Orders, designs bilingual multimedia promotional material, prepares and submits financial transactions, assists with project dealings, keeps the Director informed, and supports the Program Director in various administrative tasks.

Responsibilities

• 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 publications 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.
• Aid 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.
• Support the tracking of 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 Rural Ministry; facilitate contacts scheduling and potential work flow with any contracted consultants.
• Assist 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.
• Aid in 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.
• Engage in personal growth, professional development, theological study, prayer, charity and justice work, and spiritual formation.
• Adhere to safety training and protocols on a daily basis and take precautionary measures to ensure the safety and well-being of self, others.
• Protect 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.
• Adhere to the Code of Conduct and the Faith and Morals Policy of the Archdiocese of San Antonio.
• Interact and undertake tasks in a solution-oriented manner, promote collaboration, and commit to the Mission and Vision of the organization.
• Perform other duties as assigned.

Requirements

• 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;
  • 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;
  • Able to maintain strict confidentiality;
  • Able to work cooperatively with other colleagues and departments;
  • Must be detail oriented, organized, self-motivated, work well independently and cooperatively on a team;
  • Able to write and format letters for different occasions;
  • Able to organize files and office systems;
  • Experience with computers and office software.