Description

The Business Coordinator of the Office of Vocations assists in managing the day-to-day operations of the Office of Vocations in unison with the Director of Vocations and Assistant Director of the Office of Vocations.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Financial

• Researches and prepares grants/scholarships for seminarians of the Diocese of Nashville.
• Prepares expense reports and invoice payments for four cost centers.
• Uploads a high volume of receipts from credit card purchases onto online platform, attributing purchases to correct budgetary category.
• Tracks expenses throughout the year and ensures consistency and accuracy with the annual budget.
• Prepares personal reimbursements for all the Director of Vocations, seminarians, and deacon candidates.
• Aids in the preparation of the annual budget and supporting documents for ministry plan.

Office Management

• Creates and manages a project management workflow that tracks operations of the Office of Vocations to ensure smooth operations and a balanced workload among the members of the team.
• Assists in scheduling a high volume of appointments and makes arrangements for meetings, conferences, and travel.
• Assists in the planning and coordination of annual initiatives, activities, events and communications.
  • Arranges and hosts workshops and other events sponsored by the department, as needed.
• Plans special events and meetings for the department when necessary.
• Assists with the coordination of all Permanent Deacon Formation weekends; logistics and transportation, lodging, catering, scheduling, coordination with affiliated seminary and review. On site management of weekends.
• Aids the Assistant Director of the Office of Vocation with ongoing development and maintenance of vocations website including but not limited to: HIPPA compliance, web-design and selection, analytics and response to data collection, monitoring of traffic, security, and creation of new material.

Communications

• Aids the Assistant Director of the Office of Vocations in managing the regular communications of the Office of Vocations.
  • Serves as a liaison between the Director of Vocations, the Assistant Director of the Office of Vocations and the public. Communicates decisions to appropriate parties. Interfaces and communicates with members of the clergy throughout the diocese and beyond.
• Prepares correspondence or drafts a response for Director’s review.
• Produces office mailings and distributes materials to the appropriate groups.

Marketing and Promotion

• Assists in the planning/coordination of office initiatives such as St. Andrew’s Dinners, Master Server program, and Quo Vadis Days for all prospective seminarians.
• Aids the Assistant Director of Vocations in monitoring all questions and comments on Office of Vocations media platforms.
• Monitors and reports on social media profiles for all seminarians.
• Prepares reports by collecting, assembling and analyzing data. (ie: social media ad performance, website analytics, Office of Vocations monthly impact report)
• Aids in the creation and design of marketing materials for the Office of Vocations.
• Aids in production of content for multimedia platforms.
  • Scripting and music selection.
  • Logistics and coordination of film and recording productions.
  • Cataloguing the end design for all content allowing for multi-platform use.
  • Assisting in design and creation of social media content.

HR

• Maintains confidential personnel files for all applicants and candidates for both the seminary and deacon formation programs.
• Maintains an accurate filing system for heavy volume of correspondence and reports. 
• Regular monitoring and transferring of electronic application components.
• Safe Environment maintenance/administration for all applicants and candidates for both the seminary and deacon formation programs.

COMPETENCIES:

1. Attention to detail

2. Organizational skills

3. Task-driven

4. Effective communication

5. Maintains confidentiality

6. Self-motivated

7. Teamwork

8. Quick learning

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

1. High School diploma or GED required, Associate or Bachelor’s degree preferred.

2. 5 years of experience in office and/or administrative work.

OTHER SKILLS

1. Excellent organizational skills and attention to detail and accuracy.

2. Ability to maintain strict confidentiality and utmost discretion in all matters.

3. Ability to make independent decisions daily, addressing the best way to handle specific tasks.

4. Ability to effectively communicate and collaborate with others.

5. Ability to keep self and others organized and to effectively prioritize tasks.

6. Proficiency in a variety of writing styles, from creative to professional to technical and more.

7. Proficiency in the use of Gmail, GSuite, and Microsoft Office products.