Summer 2023 Outreach Admin Assistant Position

Summer Outreach Administrative Assistant
(Part-Time, Temporary, Hybrid)

PURPOSE: The Summer Outreach Administrative Assistant supports the Director of Social
Justice Ministries (SJM) in running the administrative aspects of St. Austin’s Outreach to
Persons in Need ministry (Outreach). Outreach provides rent or utility assistance to
individuals/families (“guests”) in the Austin area through a weekly random lottery drawing that
occurs on most Thursday mornings. Outreach currently provides assistance via remote means
(i.e., phone and email) as well as occasional in-person appointments.

This position focuses on processing applications for assistance, ensuring each Outreach lottery
drawing runs smoothly and efficiently, wrapping up each weekly assistance, and getting ready
for the next week. This position will also help the ministry begin utilizing a database platform
powered by Salesforce. This is a part-time, 10-15 hours per week, non-exempt position
supervised by the Director of SJM. This is a hybrid in-person/remote position that begins in May
(or as soon as a suitable candidate is found) and ends in August, as mutually agreed upon with the Director.

QUALIFICATIONS:
● Able to maintain accurate records with high attention to detail.
● Able to maintain strict confidentiality when dealing with Personal Identifiable
Information (PII) contained in “guest” applications and records.
● Able to quickly adapt and change as process improvements are implemented.
● Experience with Google Workspace solutions, such as Gmail, Google Docs, Google
Sheets, and organizing documents in Google Drive.
● Experience with Salesforce or other Customer Relationship Management (CRM)
Software is a plus.
● Must be willing and able to utilize personal computer with secure and reliable internet
(when working remotely) as well as personal cell phone (uncompensated).
● Committed to helping serve persons experiencing financial difficulties, regardless of their
personal circumstances.
● Able to communicate effectively and professionally, both verbally and in writing.
● Able to maintain emotional control when encountering difficult “guest” circumstances.
● Able to work all assigned weeks between May and August.
● Basic knowledge of Spanish strongly preferred.

All employees in the Diocese of Austin are required to comply with diocesan Ethics & Integrity in
Ministry (EIM) policies. After the interview process, a background check is required before an
offer of employment will be made. Upon employment, new hires must attend an EIM Workshop
within 90 days and maintain EIM compliance for the remainder of employment. More
information is available on the Diocese of Austin website.

DUTIES & RESPONSIBILITIES:
● Processes applications for assistance and enters application information into the CRM
database platform powered by Salesforce.
● Communicates with “guests” to assist them in completing their application, explain
eligibility requirements, answer questions about assistance they received through the
program, etc., or delegates to trained volunteers.
● Accurately tracks volunteers’ weekly availability.
● Prepares for the upcoming Thursday’s Outreach lottery drawing and assistance calls.
● Updates standard weekly emails to volunteers; processes and files administrative emails.
● Prepares assistance checks for Director to sign and accurately addresses and readies
envelopes for assistance checks to be mailed, or supports a volunteer in doing so.
● Completes all administrative wrap up tasks for Outreach each week.
● Works with the Director to accurately manage the CRM database, electronic files, and
expense tracking for both donation-funded and grant-funded assistance.
● Supports the Director’s decisions and communicates policies and procedures accurately
to volunteers and guests.
● Assesses Outreach processes and discusses suggestions with the Director when
appropriate.
● Assists with the migration of legacy application data from Google Workspace (G-Suite
Files) to Salesforce CRM database.
● Other duties as assigned.

STANDARD WORK HOURS & AVAILABILITY
● Weekly availability must include at least 3 hours on Thursdays between 11am and 4pm.
● The remaining 7-12 hours (unless to fulfill tasks explicitly designated asynchronous)
must be completed between the hours of 9am-4:30pm Mondays, 1pm-4:30pm Tuesdays,
9am-4:30pm Wednesdays, 9am-11am Thursdays, and 9am-4:30pm Fridays.
● Additional hours must be approved and may be requested during busy periods.

COMPENSATION: This is a part-time, temporary position. The pay rate will be $15.00/hour.

To apply, please email Kristen Dempsey Pasyk with your resume attached, a brief
statement of interest in the body of the email, and using the subject line “Summer Outreach
Admin Assistant Candidate”.