Administrative Assistant

The Franciscan Sisters, Little Falls, MN, have an opening for a full-time administrative assistant. This position provides administrative support to the Integral Ecology, Associates and Dream Project Departments. The position is for 40 hours per week, Monday – Friday, with occasional evenings and weekends. 

This position performs general administrative support functions including, but not limited to, answering and directing telephone calls, greeting visitors, filing, photocopying, taking, and distributing meetings minutes, coordinating travel arrangements, and maintaining database records.

The position requires the ability to communicate effectively in verbal and written form; maintain confidentiality, be courteous and welcoming to all, have attention to detail, working in a multi-tasking environment, composing, typing, proofing materials, and establishing priorities. Proficiency with MSWord, Excel, PowerPoint, Outlook, and Zoom required. Two to three years’ experience in administrative/secretary preferred. Knowledge of or desire to learn about Franciscan spirituality required.  

Benefits include health, dental, vision, life, LTD insurances; vacation, sick and holiday pay, employer contributions into 403(b). Free single membership to St. Francis Health & Wellness.

Wage: $19 - $21/hour

Submit a letter of interest and resume to: Amy Scholl, Human Resources, Franciscan Sisters, 116 8th Avenue SE, Little Falls, MN 56345; amys@fslf.org; fax: 320-632-0666; questions, please call 320-632-0621.

Title: Administrative Assistant

Supervisor: Integral Ecology Director

Departments: Integral Ecology (IE), Associates (AS), and Dream Project (DP)                                                              

Date: October 2025

Statement of Purpose

We, the employees, provide services to assist the Franciscan Sisters of Little Falls (FSLF), Minnesota, in fulfilling their mission. Within our daily work and responsibilities, we create an atmosphere of respect, welcome, and peace in our interactions with Sisters, the public, and those with whom we work.

Employee Core Values

Our core values guide us as we work together and as we celebrate together, sharing our God-given talents and our stewardship of time and resources.

• Respect: We treat each other and all of God’s creation with dignity, justice, and reverence.
• Open Communication: We encourage people to express their ideas and feelings in ways that are clear, honest, and direct.
• Hospitality: We work to create a comfortable, respectful environment in which people feel welcome, safe, and valued.
• Compassion: We weave genuine concern and care into our interactions, and seek to work together with flexibility and fairness, creating a supportive environment for all.

THE ROLE

The Administrative Assistant supports the work of IE, AS, and DP through administrative support tasks and reports to the Integral Ecology Director.

Expectations:

1. Knows and demonstrates the Franciscan employee values while performing all job functions. Demonstrates values with other staff, sisters, associates, volunteers, partners, and visitors.
2. Demonstrates openness to learning Franciscan spirituality to better serve and support the work of IE, AS, DP and FSLF.
3. Upholds and fulfills the mission and values of the Franciscan Sisters of Little Falls in all areas of communications and public relations, whether written, spoken, or observed.
4. Demonstrates a good sense of personal boundaries and respect for other’s boundaries, maintaining confidentiality appropriately.
5. Able and willing to work in a team, in a mutual manner, contributes to a friendly collaborative atmosphere.
6. Able to clearly communicate needs and requests.
7. Works accurately with close attention to detail:
   a. Prioritizes the workload independently.
   b. Seeks clarification of priorities when needed from supervisor.
   c. Able and willing to be flexible.
   d. Communicates workload priorities and status to colleagues/supervisor.
8. Performs general administrative support functions including, but not limited to:
   a. Answers and directs telephone calls.
   b. Maintains physical and electronic files with consistent filing systems.
   c. Makes photocopies considering the ecological values of FSLF, including mailing hard copies of The Associate newsletter.
   d. Collects information for, creates, and distributes meeting agendas (e.g., Land Justice Circle, Earth Jubilee Committee, Sustainability Committee, Green Committee, and Dream Project Team); if necessary, schedules and sets up invitations and Zoom meeting links.
   e. Takes and distributes meeting minutes/notes (e.g., Land Justice Circle, Earth Jubilee Committee, Sustainability Committee, Green Committee, and Dream Project Team).
   f. Maintains and updates project management spreadsheet; helps create and maintain a project management spreadsheet for habitat restoration; suggests updates to tracking system.
   g. Send emails to Associates periodically (e.g., weekly emails for U.S. Associates, monthly The Associate newsletter distribution). Assists with DP communications for sisters, staff, and others as needed.
   h. Coordinates travel arrangements for IE, AS and DP staff, for event presenters, and others as requested.
   i. Orders and tracks supplies.
   j. Assists in contacting partners.
   k. Helps manage expense reports.
9. Performs administrative tasks for IE, AS, and DP events:
   a. Completes request forms for Hospitality and Environmental Services for IE, AS, and DP events, including overnight gatherings.
   b. Recruits and trains volunteers for IE, AS, and DP events.
   c. Works with coordinator of the master campus calendar to book events ensuring all event details are complete, including room reservations, food requests, room setup, technology needs, and support.
   d. Tracks registration and follows through with participants for events.
   e. Coordinates and performs set-up and take-down of events on campus.
   f. Creates and/or assembles and distributes materials for events (e.g., schedule packets, name tags, folders).
   g. Sends reminders and follow-up emails to participants and, when needed, provides Zoom links.
   h. Organizes tech test meetings and collaborates with the IT department to support virtual and hybrid meetings.
   i. Other event-related duties as needed.
10. Maintains database records:
    a. Manages email groups.
    b. Continuously updates user information.
    c. Creates necessary forms for event/program registration and tracking.
    d. Creates calendar in database to track attendance.
    e. Connects registrants to event.
    f. Continuously updates training in database and trains IE, AS, and DP staff (as requested by staff).
    g. Manages updates to database system as needed.
11. In consult and collaboration with the communications office (CRD) and with content supplied by IE, AS and DP:
    a. Creates flyers and Facebook posts.
    b. Potentially develops skills on platforms such as TikTok.
    c. Updates monthly digital birthday cards for AS and notifies CRD of any changes to Facebook posts.
12. Greets visitors to the IE, AS, and DP offices on campus and is the point of contact for attendees for in-person (e.g., check-in participants, give welcome packet, etc.) and online events.
13. Submits proper documentation to request checks, record donations, and other finance reports.
14. Assists with information searches/research as needed. 
15. Due to scheduled program support, occasionally works on a weekend or an evening. 
16. Serves, as requested and in consultation with supervisor, on one of FSLF’s committees.
17. Performs other duties assigned by supervisor.
     

Qualifications:

1. High school or equivalent graduation and graduation/certification in a business course from a Technical College and/or relevant business experience preferred.
2. Two to three years of experience in an administrative role collaborating with multiple leaders simultaneously preferred.
3. Intermediate level working experience/knowledge of Microsoft Office, (i.e., Word, PowerPoint, Excel, and Outlook), Zoom and experience with OneDrive required.
4. Demonstrated ability to follow directions, policies, and procedures; willingness and ability to seek clarification and keep confidentiality.
5. Ability to creatively address issues as needed and appropriate.
6. Ability to understand Spanish preferred.
7. Demonstrated ability to interact and be inclusive of a variety of audiences with sensitivity to multicultural, ecumenical, interfaith, and non-religious relationships and growing awareness of diversity, equity, and inclusion needs.
8. Demonstrated proficiency of oral and written skills required.
9. Demonstrated ability to prioritize work, manage multiple priorities, meet deadlines, seek clarification, communicate effectively, work with interruptions, and stay calm under pressure.
10. Demonstrated ability to use office equipment, e.g., printers, required.
11. Willingness to learn about Franciscan spirituality to better serve and support the work of IE, AS, and DP.
12. Available for occasional weekend or evening work.
13. Has good physical, mental and emotional health, and stamina to fulfill responsibilities.

 
Non-Performance Requirements
Promotion to:  No formal line of promotion.

Promotion from:  No formal line of promotion.

Positions supervised:  None

Scope

The above descriptions reflect the guidelines necessary to define the primary functions of the position. The above statements shall not be construed as a detailed description of all the work requirements that may be required for the position.