HealthCare Chaplaincy NetworkTM

Position Description

Administrative Assistant, Chaplaincy Services

Main Function

The Administrative Assistant will be assigned to the Department of Chaplaincy Services at one or more of HCC’s partner institutions. The Assistant will support the chaplains and chaplaincy students. The Administrative Assistant will perform duties normally associated with this position including answering telephones, calendar management, maintenance of files, and coordination of meetings.


1. Coordinates telephone and written communication within the department and between the department and others

  • Answers telephones and takes messages.
  • Receives those who enter the office and directs them appropriately.
  • Disseminates referrals to appropriate chaplains.
  • Produces and disseminates electronic and paper memorandums, correspondence, flyers, signs and e-signs, mailings, minutes of meetings, and other documents as needed.
  • Retrieves and distributes mail.


2. Assists with provision of worship and ritual

  • Assists in the preparation for holiday worship services.
  • Oversees the maintenance of visitation lists for priests and volunteers.
  • Maintains an inventory of religious items as requested.


3. Assists with the ongoing running of the department

  • Orders and maintains office supplies and equipment.
  • Maintains filing system.
  • Coordinates the collection and tabulation of data.
  • Sets up meetings.
  • Collects, records, and maintains staff attendance records.
  • Keeps records of all purchases and expenses.
  • Keeps in-house calendar for events/services sponsored by the department.


4. Assists in the integration of new staff and students

  • Arranges for ID badges.
  • Arranges for health screening as necessary.
  • Assists in setting up orientation.


5. Participates in HCC meetings and functions as required

  • Attends monthly HCC staff meeting.
  • Attends other HCC functions as required.


6. Reports to the Director of Chaplaincy Services


7. Assumes other administrative duties as might be necessary

  • Website creation and maintenance.
  • Special projects coordinator.


QUALIFICATIONS (License/registration, specialized skills, and abilities)

  • Excellent computer skills.
  • Knowledge and skills in interpersonal relationships.
  • Above average verbal and non-verbal skills.
  • Ability to benefit from supervision.
  • Willingness to accept responsibility for professional functioning including use of time.
  • Ability to function as a colleague with other members of the department and other members of the health care team.
  • Awareness of professional limitations and ability to make appropriate referrals.