The United States Conference of Catholic Bishops (USCCB) is an assembly of the hierarchy of the Catholic Church in the United States and the U.S. Virgin Islands. The purpose of the Conference is to promote the greater good which the Church offers humankind. The bishops themselves constitute the membership of the Conference and are served by a staff of approximately 315 lay people, priests, deacons, and religious, located at the Conference headquarters in Washington, DC, with branch offices in Miami, FL and Rome.
The Conference is organized as a corporation in the District of Columbia. Its purposes under civil law are: "To unify, coordinate, encourage, promote and carry on Catholic activities in the United States; to organize and conduct religious, charitable and social welfare work at home and abroad; to aid in education; to care for immigrants; and generally to enter into and promote by education, publication and direction the objects of its being."
The United States Conference of Catholic Bishops is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, national origin, age, religion, sex, marital status, disability or other status protected by Federal, State or local laws, except where a reasonable, bona fide occupational qualification exists. Upon request, reasonable accommodations will be provided to individuals needing assistance.
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Clergy/religious candidates must request written approval form their diocesan bishop or religious superior before an application can be considered. Diocesan lay employees must also request approval from the local bishop. Minorities are encourage to apply.
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Executive Assistant - National Collections (Full Time)
Department-Office-Secretariat: Office of National Collections
Date Posted: March 09, 2020
Directs and coordinates high level administrative support for the Office of National Collections. Facilitates the work of the Executive Director by providing administrative support for the Executive Director and the Office. Is first point of contact for dioceses and the general public on eight national fundraising programs and four grant programs. Contributes to the Bishops’ strategic plan for the Conference. Demonstrates willingness and ability to understand, respect and contribute to the USCCB mission and to fulfill job duties in accordance with its Catholic identity.
Coordinates the administrative and financial activities of the office:
- Troubleshoots grant payments of approximately $30 million per year: monitors payment system, makes regular updates to Blackbaud Grantmaking database with payment details; analyzes issues and resolves grant payment problems with Western Union Global Pay.
- Performs internal control tasks to complete monthly verifications of Finance & Accounting and National Collection remittance data (approximately $60 million/year) using Microsoft Dynamics 365; prepares corrective memos, Interoffice Transfers, and other budget-related tasks.
- Supports Committee/Subcommittee meetings: researches data, compiles and proofreads documentation and attends confidential committee meetings to record and transcribe the meeting minutes. Assembles Committee and Subcommittee reports for Administrative Committee meetings and General Assemblies. May be called upon to take or transcribe meeting minutes for the Subcommittees on Aid to the Church in Central and Eastern Europe, Catholic Home Missions, the Church in Africa and/or the Church in Latin America.
- Assists with the administration of USCCB emergency collections: maintains electronic and paper files; reviews remittance data, analyzes fund balances, and prepares distribution payments to recipient organizations in collaboration with the Executive Director.
- Coordinates and organizes administrative aspects of Office’s planning and budget process and documentation, including preparing final budget and strategic planning packages for the overall Office including: first review of unit budget submissions and verification of backup G/L worksheets to budget sheets; compilation of strategic planning content and entry in the USCCB planning platform, and entry of yearly evaluation data. Provides reports for directors and committee documentation on the effectiveness of planned activities.
- Researches and prepares reports on behalf of the Executive Director; drafts correspondence to stakeholders and leaders, including grant seekers, diocesan finance directors and bishops, for the Executive Director’s signature with limited oversight; ensures all outgoing correspondence is consistent in format.
- Works with the Executive Director to manage his/her schedule and facilitates communication when Executive Director is out of the office; coordinates Executive Director’s participation in requests for meetings, conference calls, and attendance at events and arranges travel for Executive Director and ensures expenses are processed appropriately.
- Processes APIs (staff travel reimbursements, services rendered, subscription renewals, intra-conference transfers) and follows up on all outstanding payments/reimbursements.
- Responsible for general office management issues: maintains committee contact information; provides primary phone coverage, maintains office files and coordinates records management process per USCCB and NC policies; manages stakeholder mailings; makes arrangements for scheduled staff meetings and coordinates meetings with outside visitors and dignitaries; sorts and distributes daily mail; and manages letterhead and supplies inventory.
Level: Bachelor’s degree or equivalent combination of college level coursework and directly related experience
Major Field/Specialty: Business/Finance, General Management, Communications, International Studies, or Humanities
Other Specialized Training:
- Full proficiency in Word, Excel, Outlook and Adobe Professional required
- Intermediate proficiency in Microsoft Dynamics and SharePoint required
- Strong knowledge of Accounting programs (Microix, Abila) and grant management programs (Blackbaud Grantmaking) desirable
- Excellent organizational and time management skills
- Superb grammar, punctuation, spelling and correct use of the English language in writing and conversation required
- Strong interpersonal skills, including the ability to work well with others, be diplomatic and maintain confidentiality
- Flexibility to set and change work priorities and ability to move several projects simultaneously essential
- Knowledge of Catholic Church structure, hierarchy, protocol and basic doctrine is necessary
Foreign Language Requirement: Spanish, French helpful
- Proven success working in busy, multi-faceted work environment and with others within a project management organizational structure
- Flexibility in working effectively either independently or collaboratively as circumstances warrant in meeting deadlines and achieving the established outcomes
- Experience that demonstrates attention to detail, accuracy and follow-through
- Ability to follow established policies and procedures consistently
- Experience working in the Catholic Church or with related agencies helpful
Number of Years Required: 5 to 7 years of demonstrated professional experience.