Summary/Objective: The Administrative Assistant will be responsible for organizing and coordinating
administrative duties and office procedures. Their role is to create and maintain a pleasant work
environment, ensuring high levels of organizational effectiveness, communication and safety.
Essential Functions:
- In collaboration with the Director of the SCN Associate Relationship, communicate with Core
Council Members, Associates and Candidates in the Western Province (US and Belize) by email,
WhatsApp, letter and/or telephone as needed regarding concerns, questions and events.
- Maintain and update Associate records in Access database.
- Inform the Central Leadership International Administrative Coordinator regarding directory
changes for Associates, Candidates and Inquirers for the SCN Directory.
- Enter changes from the International Administrator Coordinators monthly update in the SCNA
directory.
- Inform SCN Newsline and/or Associates regarding deaths, request for prayers or information about
Associate and Office of Charity Connection gatherings and other events.
- Send birthday, memorial and sympathy cards as needed.
- Send requisitions to Provincial Office of Finance Administration.
- Maintain updated list of all Faith Groups that have SCN Associates as members. Schedule virtual
Faith Group meetings on Zoom as needed.
- Work with Director of SCN Association Relationship and SCNA Finance Committee on the annual
budget for the Associate Office.
- Collaborate with Directors of SCN Associate Relationship and Office of Charity Connections to
prepare reports for the Western Province Leadership Team and Western Province Board as needed
- Ensure Associate rack cards are available in the Visitor Center, Nativity Hall and the Guest
House.
- Contact appropriate departments with necessary information regarding SCN Associates and Office
of Charity Connections gatherings.
- Create registration forms, evaluation forms, PowerPoints and other materials for Associate and
Office of Charity Connection gatherings/events.
- Complete background check on new Inquirers.
- Maintain and prepare yearly updated list of renewal dates for Associates.
- Work with Director of SCN Associates to prepare and send renewal notices to those Associates
renewing commitments.
- Assist Director of SCN Associates in writing and developing Associate Newsletter.
- Keep Associate and Office of Charity Connections website and social media updated with the
assistance of the Communications team.
- Ensure gatherings and events are added to the Archived Videos section of the Associate
webpage.
- Provide pertinent information to Archives.
- Attend Associate and Office of Charity Connections gatherings/events and assist with all aspects
of events.
- Prepare booklets and handouts for gatherings and other events.
- Complete room assignments for SCN Associate weekend gatherings.
- Provide technological assistance during meetings, gatherings and other events. Including but not
limited to Zoom Meetings and running Audio/Visual equipment in the Banner Room.
- Prepare documents for Office of Charity Connections meetings, Core Council meetings, Finance
Committee meetings, Formation Committee meetings, gathering planning meetings, etc. Take notes
during meetings. Prepare minutes to be distributed to committee members in a timely manner.
- Serve as a backup for the building manager at Crimmins Hall.
- Other duties may be assigned.
In addition to the above requirements, it is also your obligation as an employee to understand and
uphold the mission, charism, values and language of the Sisters of Charity of Nazareth.
SCN Mission Statement: We Sisters of Charity of Nazareth are an international Congregation impelled
by the love of Christ in the tradition of Vincent de Paul and Louise de Marillac and the pioneer
spirit of Catherine Spalding. Embracing intercultural relationships, we and our Associates commit
ourselves to care for all creation and to work for peace and justice in
solidarity with oppressed and marginalized peoples.
