Position Type:
Pastoral Center/Capital Assets

Date Posted:
3/17/2023

Location:
Quigley Center, AOC

The Archdiocese of Chicago is the third largest diocese in the United States and serves more than 2.2 million Catholics in The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 15,000 employees across its ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries. The Archdiocese's elementary and secondary schools comprise one of the largest U.S. private school systems.

Position Summary

The Project Coordinator role assists the Director of Asset Management across multiple disciplines including parish related facilities management, pastoral center facilities management, and sacred goods inventory tracking and management. Specific responsibilities include completing and tracking program related paperwork, receiving invoices, tracking, analyzing, and reporting on program/pastoral center related expenses, interfacing with various service providers, and participating in, and documenting, site walk-throughs.

Secondary responsibility includes COVID case management monitoring and reporting related to OCS schools, both internally to senior management and municipal health agencies.

Responsibilities

Facilities Management Program:

• Attend and summarize weekly status update calls with facilities management vendor
• Review and track weekly property inspection reports and alert Director of Facilities of any priority concerns
• Review for accuracy, code and track all invoices associated with the facilities management program; ensure that invoices are being paid in a timely manner
• Track and provide monthly reporting of program expenses to management and parishes
• Provide final accounting of expenses to be repaid to the Pastoral Center in conjunction with completed sales transactions
• Participate in parish walk-throughs for new parish additions to the program or ongoing parish inspections, complete intake paperwork for new parishes
• Assist with budgeting and completing related project charters

Inventory Tracking Project:

• Schedule campus tours with the OD, BM and RMC PM and complete parish walk-throughs, taking pictures of, and logging all sacred, valuable, or otherwise significant, parish items
• Upload data into the parish inventory database 2
• Manage parish inquires and generate inventory reports
• Continue to refine/update the inventory database to improve its functionality with a long-term goal of creating a parish-usable "marketplace" of excess parish inventory

Pastoral Center Facilities Management:

• Assist with annual budgeting
• Create annual project charters
• Monitor invoices and answer questions regarding building operations related expenses
• Assist the Director of Facilities with facilities related inquiries/issues and project oversight/tracking
• Assist the Director of Facilities with broad parish-related initiatives such as monitoring water/utility related charges, violations, annual fees, etc.

COVID-19 Tracking:

• Manage case tracker database
• Process Intake Forms for schools
• Assist principals and supervisors with questions regarding quarantine dates, forms or reporting
• Submit necessary reports to local health agencies including City of Chicago, Lake and Cook Counties

Requirements

• Bachelor's degree in Business, Communications, Marketing, organizational management, or related experience preferred.
• Preferred 3-5 years' experience or comparable work experience with coordination and execution of large- and small-scale projects. Proven successful project management experience required, demonstrating a strong level of attention to detail.
• Able to operationalize and systematize projects to create efficiencies and manage the flow of data.
• Strong customer service orientation, with extensive experience in effectively addressing and resolving issues with constituents and fellow staff as they arise.
• Demonstrated ability to handle multiple priorities and meet deadlines; strong planning, organizational and motivational skills.
• Excellent written and oral communication skills, proficient in computer-based information systems, including Microsoft Excel, Teams, and Word.

The Archdiocese of Chicago is in the midst of exciting changes as we renew our local Church. With a variety of opportunities to contribute your professional talents and experience, we invite you to consider any of our current openings at archchicago.org/careers. We offer competitive salary and benefit packages, as well as opportunities for professional and personal growth and development.