POSITION SUMMARY:

The Office of Vocations is entrusted with fostering an awareness of all vocations, the promotion and discernment of vocations to the priesthood and consecrated life, as well as the discernment, screening, application and formation of seminarians for the diocese.

The Administrative Assistant provides a broad range of administrative support for the Director of the Office of Vocations and the Coordinator of Events and Communication.

PRINCIPAL DUTIES:

• Collects, tracks and maintains both paper and digital confidential files for new seminarian applicants and current seminarians. Obtaining a commission as a notary public is required for this part of the job.

• Receives, screens, and directs general incoming telephone calls and voicemail messages. Responds directly to routine calls/voicemails.

• Opens, reviews and directs incoming mail, email and faxes. Prepares official outgoing correspondence for the Office of Vocations and vocations-related correspondence for the Office of the Bishop. May respond directly to correspondence containing routine inquiries.

• Photocopies and scans material. Receives and directs visitors. Coordinates travel arrangements. Maintains an inventory of office supplies, seminarian apparel, letterhead and other collateral material. Maintains departmental leave and other calendars.

• Maintains correspondence with the various seminaries regarding scheduling for the year, seminarian records, visits by the Vocation Director and Bishop, and more.

• Assists with planning, execution, registration and payments for vocations events throughout the year (requires some after hours and weekend work and transporting and set up of materials).

• Assists in compiling departmental budgets, processing all invoices, and expense tracking of project codes against budgets.

• Assists with regular mailings and fulfillment of requests for vocation materials.

• Coordinates the meetings of the Seminarian Admissions Advisory Committee and is present during the evening meetings to greet each of the candidates as they arrive. Collects and provides confidential candidate information to the committee members in advance of the meetings.

• Performs a variety of multifaceted and/or confidential administrative duties as required – e.g., assist with memo/letter writing or confidential data entry etc.

  QUALIFICATIONS:

  • Knowledge/Skills: Must have a professional demeanor, be organized with the ability to multitask. The ideal candidate must be able to plan and anticipate the needs of the office. Intermediate level proficiency in Microsoft Word, Excel, and Outlook; highly proficient in use of common office equipment, including copiers and scanners; strong verbal and written communication skills, organizational skills and attention to detail; ability to use basic accounting or related computer programs to process and keep records; ability to comprehend and apply specialized nomenclature, systems and procedures; ability to handle sensitive situations with discretion and confidentiality and is an active listener and a team player.
  • Education Required: High school graduate or the equivalent.
  • Licenses/Certifications: Valid driver’s license must be maintained at all times. Commission as a Notary Public is required.
  • Years and Types of Experience: Two to four years of administrative work.