Administrative Specialist - Mental Health Ministry & Schools in Phoenix, Arizona at Diocese of Phoenix Diocesan Pastoral Center

Purpose and Scope

In support of the Diocese of Phoenix’s mission to Encounter the Living Christ, the Mental Health Ministry Administrative Specialist for Catholic Schools provides coordination, relationship-building, and comprehensive administrative support for the Catholic School Pilot Program and the Office of Mental Health Ministry.

Essential Job Functions

· Serves as a key liaison among Catholic school administrators, faculty, students, families, diocesan mental health counselors, Catholic Charities, and diocesan departments.

· Ensures smooth office operations through advanced administrative support, coordination of programs and events, maintenance of records and systems, and assistance with reporting and compliance.

· Upholds the highest ethical, legal, and professional standards while contributing collaboratively to the Mental Health Ministry team.

· Supports the implementation, coordination, and evaluation of school-based mental health programs and interventions aligned with best practices.

· Serves as a liaison between Catholic schools, diocesan mental health counselors, families, the Office of Mental Health Ministry, and external agencies.

· Collaborates with school administrators, diocesan leadership, and community partners to support student well-being through policies, procedures, and resources.

· Participates in team meetings, trainings, and workshops to promote collaboration, communication, and professional development.

· Monitors emerging trends, research, and best practices in school-based mental health and share relevant information with stakeholders.

· Supports compliance with applicable laws, regulations, and professional standards governing school-based mental health services.

• Provides comprehensive administrative support to the Director and department staff, including calendar coordination, meeting preparation, and correspondence.
• Manages incoming calls, emails, and communications, ensuring timely and professional responses.
• Prepares, edits, and distributes reports, forms, minutes, presentations, and other materials.
• Maintains organized digital and physical filing systems and ensure confidentiality of sensitive information.
• Assists with planning and logistical coordination of meetings, trainings, and events, including registration, materials, and follow-up.
• Maintains databases, spreadsheets, and internal tracking systems; assist with online forms and digital platforms.
• Supports routine reporting, recordkeeping, and administrative tracking related to programs and initiatives.
• Assists with basic financial tracking tasks such as invoices, reimbursements, and expense documentation under supervision.
• Coordinates office operations, supplies, and onboarding support for new team members as needed.

Additional Job Functions

• Performs other job-related duties as assigned.
• Participates in approved professional development, trainings, and conferences.

Knowledge, Skills, and Abilities Required

• Strong organizational, administrative, and time-management skills with the ability to manage multiple priorities.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to work collaboratively with diverse stakeholders.
• Sound judgment and discretion in handling confidential information.
• Advanced administrative proficiency and strong attention to detail.
• Working knowledge of general office procedures, recordkeeping, and database management.
• Proficiency in Microsoft Office Suite and office technology.
• Flexibility, adaptability, and problem-solving skills.
• Ability to travel within the Diocese as needed and work occasional evenings or weekends.

Minimum Qualifications

• Active, practicing Catholic in communion with the Church.
• High school diploma or equivalent required; associate degree preferred.
• Three to five years of progressively responsible administrative experience.
• Experience in a nonprofit, parish, diocesan, school, or mental health setting preferred.
• Strong training, facilitation, and communication skills.
• Bilingual (English/Spanish) preferred.

Work Environment

This position operates in a professional office environment and routinely uses standard office equipment such as computers, phones, copiers, and filing systems.

Physical Demands

This is primarily a sedentary role; however, occasional filing, lifting of materials, bending, or standing may be required.

Other Duties

This job description is not intended to be an exhaustive list of all duties, responsibilities, or activities. Duties may change at any time with or without notice.