Job Title: Temporary Office Manager
Employer:  Sacred Heart Retreat House
Position Type: Temporary Full-time and/or Part Time; Non-Exempt
Reports To: Retreat Directress
Anticipated Duration: Approximately 5 months

Mission Statement: Our mission is to stand in the presence of the living God and, with Mary, make known to the world the love of the Sacred Heart of Jesus. We accomplish this mission by drawing closer to the Heart of Jesus through our three strategic anchors: Called to Greatness, Journeying Together and Healing.
Our vision is to provide a spiritual oasis where through our Marian hospitality, all are invited to live in the presence of the Living God.
We are committed to providing Catholic programs that are rooted in Christ and the Gospel, in loving service and loyal to the magisterium of the Church. We value the dignity of each person as a child of God, as expressed in the Spirit of Mother Luisita. We believe in the sacredness of the family and support families (“the domestic Church”) through our programs. We provide a welcoming oasis of peace, joy, and security to facilitate an encounter with God for each person.

Core Values:
Joyful: delighting in life as it is.
Authentic: possessing and expressing our genuine selves.
Totally Given: trusting in Divine Providence and abiding in God’s will.
Family Spirit: giving and receiving in mutually loving and respectful relationships.

Purpose of your Job Position:
The primary purpose of your job is to assist the Retreat Directress in providing an efficient and orderly environment for the administration of the retreat house. Additionally, the Temporary Office Manager assists in providing a secure and safe campus for all those who live on and visit the campus.

Qualifications and Education Requirements:

• Bachelor’s Degree
• 5 years related experience, preferably in (but not limited to) office administration, management, finance, and/or database administration

Job Functions:

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is an essential function of the position.

Skills and Job Requirements

• Comfort with PCs, Microsoft Office Outlook, Word, Excel, Teams, and OneDrive.
• Comfort with CRM databases, preferably Salesforce.
• Concrete tactics for staying organized, ensuring multiple departments are on the same page, and managing shared files.
• Ability to keep confidential all payment and retreatant personal information.
• Manage multiple simultaneous projects and shift priorities as needed.
• Knowledge and enforcement of Retreat House safety policies.
• Ability to communicate via email, phone, and in-person with clarity, warmth, and firmness.
• Lives out the mission statement in all interactions and work decisions.

Duties
Receptionist Supervision Duties:

• Oversees and manages Front Office Receptionist.
• Completes 60-day and annual performance evaluations.
• Holds weekly and as-needed check-ins.
• Approves timecards and time off requests.
• Provides coverage/support to Receptionist and Gift Shop as needed.

Financial Duties:

• Creates and send deposits, agreements, and final invoices for Carmelite community and outside rentals.
• Processes and manages financial reports including Retreat Reconciliations, Invoices, and Charity Tracking.
• Follows up on non-payments for retreats and rentals.
• Reviews and processes “Held for Review” transactions in Authorize.net.
• Liaises with Raiser’s Edge Coordinator on proper coding for month-end reports.

Database, Web, and IT Duties:

• Manages Salesforce CRM database (utilizing AC Events, Native Planner Plus, and Community Cloud) with occasional support from Receptionist and Assistant Retreat Directress.
  1. Create and modify public retreats, private rentals, Priest retreats, and Carmelite Community events.
  2. Create and modify reservations and cancellations.
  3. Create and modify transactions, transfers, and refunds.
  4. Send pre and post event reports to different departments including kitchen, development, facilities, etc.
  5. Lead weekly Logistics Meeting to prepare different departments for upcoming retreats/events.
  6. Contact AC Events for support/troubleshooting as needed.
  7. Sends sign-up reports to District Captains upon request.
• Contacts Carmelite Community web team for retreat/event related web requests.
• Acts as the Retreat House’s point person with Carmelite IT Staff.

Other Duties:

• Displays Carmelite hospitality in greeting retreatants, guests, and vendors.
• Orders office supplies and tracks spending against budget.
• Responsible for maintaining cleanliness of assigned portion of Admin Office
• Supports the Assistant Retreat Directress with Priest Retreat and Rental inquiries and planning in peak times

Working Conditions:

• Will need to sit and/or work on computer for extended periods of time.
• Is subject to frequent interruptions.
• Must be able to travel locally as needed.
• Must be able to work some evenings and weekends, as needed

Physical and Sensory Requirements:

• Must be able to move intermittently throughout the workday.
• Must be able to see and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met.
• Must be able to push, pull, move, a minimum of 25 pounds and be able to push, pull, move, such a weight a minimum distance of 50 feet.
• Must be able to lift and/or carry a minimum of 25 pounds and lift to a height of 5 feet.

Application Link: Click here to apply

Job Title: Receptionist/Office Assistant
Employer:  Sacred Heart Retreat House
Position Type: Full Time
Reports To: Office Manager

Mission Statement: Our mission is to stand in the presence of the living God and, with Mary, make known to the world the love of the Sacred Heart of Jesus. We accomplish this mission by drawing closer to the Heart of Jesus through our three strategic anchors: Called to Greatness, Journeying Together and Healing.

Our vision is to provide a spiritual oasis where through our Marian hospitality, all are invited to live in the presence of the Living God. We are committed to providing Catholic programs that are rooted in Christ and the Gospel, in loving service and loyal to the magisterium of the Church. We value the dignity of each person as a child of God, as expressed in the Spirit of Mother Luisita. We believe in the sacredness of the family and support families (“the domestic Church”) through our programs. We provide a welcoming oasis of peace, joy, and security to facilitate an encounter with God for each person.

Purpose of your Job Position:

Responsible for the professional, gracious, and efficient reception of retreatants, visitors, guests, priests, religious, and vendors. Responsible for a variety of clerical and media duties that support the Retreat House apostolate as envisioned by Mother Luisita.

Qualifications and Education Requirements:

• Minimum of High School diploma or equivalent and 3 years of experience or an AA degree with one year of experience
• Internet and computer literacy for business activities
• Must be able to speak, read, write, and understand the English language
• Must be CPR/First Aid and VIRTUS Certifie.

Job Functions:

Every effort has been made to identify the essential functions of this position.  However, it in no way states or implies that these are the only duties you will be required to perform.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is an essential function of the position.

Duties and Responsibilities:
Responsibility and Accountability

• Reports to the Office Manager regarding accountability for all areas that fall under responsibility.
• Works directly and collaboratively with the Retreat Directress and retreat house staff; Contributes to clear in-house communication.
• As member of the staff of Sacred Heart Retreat House, is responsible for knowledge of and practice of all safety policies and procedures.

Office Assistant

• Receives, returns, and transfers a high volume of calls for the Retreat House and also the Carmelite Sisters of the most Sacred Heart of Los Angeles as a whole; handles challenging or emotionally upset callers with love and firmness.
• Greets visitors, Priests, gift shop guests, retreatants, and vendors upon arrival, signs for packages and alerts recipient of their arrival.
• Utilizes Microsoft Office Outlook, Excel, Word, Teams, and OneDrive to promptly reply to email, organize files, and record information; utilizes Salesforce CRM to update retreat and payment data.
• Assists in cleaning and maintaining administrative areas such as lobby, parlor, office areas, and other designated areas assigned by the Office Manager.
• Cashiers in gift shop as needed, processes retreat payments and spiritual enrollments.
• Maintains and updates policies and procedures for the front office and Receptionist role.
• Generates routine and business correspondence at the direction of the Office Manager
• Sets up hospitality for guests as needed.
• Provides Retreat House tour to visitors, private retreatants and other guests as needed.
• Supports other tasks as directed by the Office Manager or Administration.
• Assists in other duties as needed and directed by the Office Manager or Administration.

Working Conditions:

• Will need to sit and/or work on computer for extended periods of time
• Is subject to frequent interruptions
• Is subject to hostile and emotionally upset personnel, retreatants, guests, vendors and visitors on occasion
• Must be able to travel locally as needed.

Skills and Job Requirements:

• Must be able to able to work in a team environment.
• Must be able to receive and implement constructive feedback from others.
• Must possess the ability to prudently make independent decisions when circumstances warrant such action.
• Must possess the ability to deal tactfully with personnel, family members, visitors, vendors, and the general public.
• Must possess the ability to plan and organize as necessary for carrying out job functions to the highest quality standards of the industry.
• Must be able to organize, coordinate, direct and control events, and situations in a professional manner.
• Thoroughly record details of transactions and communications for team collaboration.
• Ability to work through multiple tasks and to bring them to completion, despite interruptions.
• Ability to utilize Microsoft Office suite of programs, copiers, and office phones.
• Embody warmth and hospitality in phone, email, and in-person interactions.
• Knowledge of Safety rules and procedures and requirements as listed in the Safety and Risk Manual.
• Follows all policies and regulations as stated in the Employee Handbook.

Physical and Sensory Requirements:

• Must be able to cope with the mental and emotional stress of the position.
• Must be able to see and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met.
• Must be able to push, pull, and move a minimum of 30 pounds to a minimum distance of 50 feet.
• Must be able to lift a minimum 20 pounds alone and a minimum of 30 pounds in partnered lifting to a minimum height of 5-7 feet.

Company offers an outstanding benefits package including competitive pay, comprehensive health insurance benefits, vacation and sick pay.

Application Link: Click here to apply