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Location: Silver Spring, Maryland

Sustained and inspired by their relationship with God and one another, the mission of the Sisters of Mercy is to respond with vision and compassion to the needs of people who are poor, sick and uneducated.  This mission serves as a motivational force in the day-to-day activities of employees as they extend compassion and mercy to others, practice and encourage social justice, and strive to live mercifully.

General Summary

The Administrative Assistant III provides administrative support for the Institute, with primary focus in the Silver Spring administrative office. This member will be a working member of a team providing support services to leadership, chief executives, and department directors. Responsible for supporting Institute Office of Anti-Racism & Racial Equity and the Institute Justice Team.

The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks.

Essential Duties and Responsibilities

  • Works as part of the administrative support team for the Institute.
  • Provides administrative support to the Institute Office of Anti-Racism & Racial Equity, the Institute Justice Director and members of the Justice Team, including those who work outside of the Silver Spring office.
  • Provides administrative support to other department directors, as assigned.
  • Assists in organizing, implementing, and assisting in various meetings, functions, programs, and activities.
  • Assists administrative support team in providing hospitality services for visiting staff and group meetings.
  • Provides virtual meeting support at an advanced level for multi-language meetings with up to 300 attendees.
  • Serves as recording secretary for various meetings, as requested.
  • Serves as primary backup for the office coordinator by:
    • Answering, screening, and forwarding incoming phone calls.
    • Extending hospitality to all guests, vendors, sisters, and staff.
    • Receiving, sorting, and distributing mail and packages.
    • Assisting with the upkeep of workrooms, kitchen, and other common spaces.
  • Receives and logs checks for donations.
  • Creates and maintains files, spreadsheets, and various documents in support of Sisters of Mercy business operations, electronically or on paper.
  • Prepares correspondence and documents including spreadsheets for mailing and distribution using mail merge as necessary.
  • Prepares and distributes electronic messages as requested.
  • Assists with creating over-night and next day shipping labels.
  • Performs general clerical duties such as filing, photocopying, and transcribing.
  • Other projects and duties as assigned for the overall benefit of the organization. 

Position Qualifications

To perform the job successfully, an individual should have the following education, competencies, and experience:

Required

  • Associates degree in related field or a minimum of five years’ administrative support experience.
  • Solid computer skills and proficient in Office 365.
  • Advanced expertise in the use of videoconferencing software, e.g., MS Teams and Zoom.
  • Strong verbal and written communication skills. 
  • Ability to maintain complete confidentiality.
  • Ability to cultivate effective working relationships with a broad range of sisters, employees, and external contacts.
  • Knowledge of and adherence to office administrative procedures.
  • Ability to organize and complete all assigned projects in an accurate manner, within the requested timeframe.
  • Strong attention to detail.
  • Self-initiator.
  • Ability to prioritize work and multi-task.
  • Customer service attitude.
  • Ability to collect and summarize data for reports.
  • Ability to find solutions to various administrative problems.
  • Ability to take meeting minutes that are organized and follow standards specified.
  • Flexible in schedule and work processes.

Preferred

  • Bachelor’s degree in business operations or related field.
  • Prior experience in Catholic religious congregations of vowed religious, diocesan/archdiocesan offices, or other Catholic organizations.
  • Understanding and appreciation of the mission, traditions, and culture of the Sisters of Mercy.
  • Familiarity with the Catholic Church structures and teachings.

Americans With Disabilities Act (Ada) Requirements

Physical:  Able to push, pull, lift, or carry objects less than twenty pounds.  Perform moderately difficult motor skills such as operating computer keyboard.  Frequently walk, stand, and sit for prolonged periods.

Environmental Conditions:  Functions in a general office environment under normal conditions. 

If you are interested in applying for this position please submit your resume to: Jennifer Hardin (jhardin@sistersofmercy.org)