General Summary of the Position

The Administrative Specialist performs highly responsible, confidential, and complex administrative assignments for the Superintendent of Catholic Schools and related boards and committees. This role relieves the Superintendent of administrative and technical detail, ensures smooth operational support for the Catholic Schools Office (CSO), and maintains clear communication and relationships with 36 Catholic schools.

Essential Duties and Responsibilities of the Position

• Serves as a strategic partner to the Superintendent, anticipating needs and providing timely support.
• Manages the Superintendent’s calendar and phone calls; prioritizes meetings and commitments, coordinating across stakeholders.
• Prepares, edits, and disseminates professional communication, including emails, memos, newsletters, and reports.
• Adeptly uses cloud-based platforms (e.g., Google Workspace, Microsoft 365) to maintain digital filing systems, manage shared documents and drives, and coordinate projects.
• Develops and delivers presentations, reports, and digital content for internal and external audiences using tools such as Canva, PowerPoint, and Google Slides.
• Coordinates department meetings and events: prepares agendas, manages logistics, takes minutes, and tracks follow-up tasks.
• Interfaces with Catholic schools to collect, organize, and analyze data for diocesan reports and annual submissions (e.g., NCEA Data Bank).
• Oversees CSO financial processes, including invoice submission, check requisitions, expense reporting, and budget tracking in alignment with diocesan procedures.
• Serves as Principal Designated School Official (PDSO) for the diocesan SEVIS records; coordinates and trains all other DSOs, ensuring compliance with Department of Homeland Security requirements
• Provides administrative support for special boards and committees, including the Diocesan School Advisory Council and the Endowment Trust Committee—preparing agendas, minutes, and official correspondence.
• Supports the annual Educator of the Year Awards program in partnership with the planning committee.
• Maintains confidentiality and demonstrates discretion and professionalism at all times.
• Monitors inventory and orders necessary supplies and materials to support the work of the CSO team.
• Other duties as assigned

Additional Ministerial Responsibilities:

• Manages the intake and secure filing of CPS reports and other sensitive documentation, ensuring compliance with legal and diocesan protocols.
• Interfaces with Catholic schools to collect, organize, and analyze data for diocesan reports and annual submissions (e.g., NCEA Data Bank).

Position Requirements

Knowledge, Skills, and Abilities:

• Professional presence with strong interpersonal skills, especially in working with school leaders, clergy, and public stakeholders.
• Strong organizational and time management skills with the ability to prioritize tasks independently.
• Excellent written and verbal communication skills.
• Advanced proficiency with modern office technologies and digital tools (e.g., Microsoft Office, Google Workspace, Power BI, Zoom, Canva, Adobe Acrobat, and shared drives).
• Ability to quickly learn and implement new software applications.
• Proficient in the use and basic troubleshooting of standard office equipment, including multi-line phone systems, printers, scanners, copiers, and postage machines.
• Keen attention to detail and a commitment to accuracy.
• High level of discretion and trustworthiness in handling confidential information.
• Familiarity with the operational structure of Catholic schools or a willingness to learn quickly.

Education and Experience:

• Bachelor’s degree or higher
• 3 years of experience working with data reporting, visualization, or analytics tools.
• Experience managing digital workflows and virtual communication platforms.
• Previous experience supporting an executive or senior leader preferred.

Special Requirements:

• Practicing Catholic with thorough knowledge and understanding of Catholic teachings preferred.

Physical Requirements Specific to the Job:

• N/A

 DO NOT REMOVE

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas – Pastoral Center.

The Diocese of Dallas – Pastoral Center reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.